Production and Administrative Coordinator

Purohit Navigation; Chicago (IL); Hybrid; USD 55,000 - 75,000; Full time

Job summary

PNAV is seeking a Production Coordinator to support the execution of print, digital, and video projects while providing daily administrative assistance to its leaders in Chicago. The role moves projects from approved creative direction through production, proofing, asset delivery, and archiving, and also manages executives' calendars, meeting materials, and confidential information with discretion.

Ideal candidates are organized, dependable, and able to juggle detail-heavy production tasks with

Qualifications

• 2+ years of production coordination or related experience, ideally within healthcare or life sciences.
• Bachelor's degree or equivalent experience.
• Strong verbal and written communication skills.
• Highly organized and detail-oriented with the ability to manage competing priorities across several stakeholders and projects.
• Sound judgment and discretion with confidential information.
• Comfortable working with and supporting different working styles.
• Proven ability to manage multiple deadlines accurately and on budget in a fast-paced environment.
• Proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, and Word.

Responsibilities

• Coordinate production on print, digital, and video materials from approved direction through production, proofing, asset delivery and archiving.
• Provide day-to-day administrative support: manage calendars, drafts/edits correspondence, prepare meeting materials, and handle confidential information.
• Support general office administration as needed.

Skills

Production coordination

Communication

Organization

Budgeting & deadlines

MS Office

Confidential handling

Education

Bachelor's degree

Tools

Webvantage

Agency management software

Job description

Job Summary

This role splits time between two responsibilities: coordinating production on print, digital, and video materials, and providing day-to-day administrative support to designated leaders.

On the production side, the role assists to move projects from approved creative direction through production, proofing, quality review, final asset delivery and organized file archiving. On the administrative side, the role manages calendars and keeps leaders' deliverables and schedules organized.

The ideal candidate is organized, dependable, and equally comfortable with detail-heavy production work and responsive executive support.

Essential Functions

Production Coordinator Functions

• Gather and confirm print specifications, including quantity, size, format, and other necessary requirements for deliverables.
• Facilitate vendor estimates for proposed projects, sourcing multiple vendor bids per job.
• Initiate purchase order requests once a cost-effective vendor has been selected.
• Project maintenance including job folder upkeep and archiving.
• Maintain organized production files and asset logs.
• Follow up to confirm produced materials are received as expected at their destination.
• Coordinate with the creative team to keep production accurate and on schedule.

Administrative Support

• Manage calendars for designated executives and resolve scheduling conflicts.
• Draft, proofread, and distribute correspondence and meeting materials for supported executives.
• Prepare for meetings, including agendas, notes, and follow-up items.
• Handle confidential information with discretion.
• Support general office administration as needed.

Work Environment

We operate with a remote-first mindset, but we value the power of in-person connection. You will have the freedom to work from home daily, with the expectation to come into the office your duties and responsibilities require, collaborative events, team strategy sessions, and client meetings when it makes sense.

Knowledge, Skills, Experience & Education

Required

• 2+ years of production coordination or related experience, ideally within the healthcare or life sciences industry.
• Bachelor's degree or equivalent experience.
• Strong verbal and written communication skills.
• Highly organized and detail-oriented, with the ability to manage competing priorities across several stakeholders and projects.
• Sound judgment and discretion with confidential information.
• Comfortable working with and supporting different working styles.
• Proven ability to manage multiple deadlines accurately and on budget in a fast-paced environment.
• Proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, and Word.

Preferred

• Experience in marketing agency setting.
• Experience with Webvantage or agency management software system is preferred
• Experience estimating and closing print, digital, or audiovisual production jobs.

PNAV Core ValueS

All PNAV team members are expected to embody and uphold the following:

• Passion for work at all levels
• High-quality work that is strategically grounded
• Superior level of client service
• Culture of trust, empowerment, and commitment
• Collaborative and team-oriented spirit - no ego