Production Assistant Intern

VX Media is a leading content production and influencer marketing company specializing in fashion, beauty, and lifestyle campaigns for premium global brands. We create compelling social-first and commercial content for clients including Nespresso, Maybelline, Kiehl's, Ralph Lauren, Dior, Marc Jacobs, and Meta. Our production team operates at the intersection of traditional broadcast-quality storytelling and cutting-edge AI-powered workflows, delivering innovative content optimized for TikTok, Instagram, YouTube, and emerging platforms.

The Role

We're seeking a driven, detail-oriented Production Assistant Intern to support our Producer across all phases of production—from project intake through final delivery. This is a hands-on role for someone eager to learn the full production lifecycle while contributing immediately to fast-paced, high-profile campaigns.

You'll have the opportunity to work directly with an Emmy-winning EP managing multiple simultaneous projects ranging from $15K social-first content to $300K multi-day commercial productions. This position offers an exceptional opportunity to gain comprehensive production experience across social-first and traditional commercial work, with direct exposure to AI-powered production workflows and emerging technologies reshaping the industry.

The ideal candidate is equally comfortable organizing call sheets, tracking budgets in Saturation, coordinating talent fittings, troubleshooting on-set challenges, and exploring how AI tools can streamline pre-production workflows. You're resourceful, proactive, and genuinely excited about production. Your work not just checking boxes and finishing tasks, but understanding why each step matters and how it connects to the bigger picture. You’re also a forward thinker, keeping on top of new technologies and tools and how they can be incorporated existing workflows.

What You Will Do

Pre-Production Support

· Assist with project intake and scoping: Compile creative briefs, research vendors, gather budget estimates, maintain and expand freelancer and talent database

· Coordinate talent logistics: Schedule fittings, collect sizing/dietary info, manage talent communications

· Support location scouting: Research options, coordinate scout schedules, compile location decks

· Track crew availability and booking status across multiple simultaneous projects

· Help build and maintain production timelines in ClickUp

· Organize equipment reservations (in-house and rental) and coordinate pickups/returns

· Assist wardrobe, H&MU, and art departments with sourcing, budgeting, and vendor coordination

· Draft and distribute call sheets, production schedules, and internal status updates

· Draft clear and detailed meeting notes to share with Senior leadership at all stages of pre-production and production.

On-Set Production

· Provide hands-on production support on shoot days (expect 2-4 shoot days per month)

· Assist 1st AD and Production Manager with crew coordination and logistics

· Manage talent flow between H&MU, wardrobe, and set

· Coordinate with vendors, caterers, and location managers

· Track shoot day progress against schedule and flag potential delays

· Collect production paperwork: Timecards, releases, location sign-offs

· Take BTS photos/video for portfolio and client use

· Handle real-time problem-solving: Last-minute vendor calls, emergency runs, crew needs

Post-Production & Wrap

· Track post-production milestones and client review deadlines

· Coordinate footage handoff to editors and post facilities

· Organize equipment returns and reconcile rental invoices

· Collect and organize crew timecards for payroll processing

· Compile production wrap books: Call sheets, crew lists, vendor invoices, BTS photos, project documentation

· Assist with final deliverable organization and client handoff

Budget & Financial Tracking

· Support real-time budget tracking in Saturation or Movie Magic Budgeting as needed by senior producer

· Log crew bookings, equipment rentals, and vendor costs against budget

· Flag budget variances and potential overages

· Organize and file vendor invoices for Finance processing

· Assist with budget reconciliation and final P&L reporting

AI & Workflow Innovation

· Research and test AI tools for production workflows (scheduling, budgeting, creative development)

· Assist in implementing new technologies that improve efficiency and reduce manual tasks

· Help build scalable systems and templates for high-volume production output

· Contribute ideas for process improvements and workflow optimization

General Production Operations

· Maintain organized project files in Google Drive following VX naming conventions

· Update ClickUp project statuses and task assignments

· Coordinate internal meetings: Schedule, prep agendas, distribute notes

· Support client communications: Draft emails, prepare presentation materials

· Build and maintain vendor contact lists, crew databases, and location resources

· Jump in wherever needed—this role requires flexibility and a "no task too small" attitude

Who You Are

Required Experience & Skills

· 1 year of production experience (internships, PA roles, coordinator roles count)

· Hands-on set experience: You've worked on shoots and understand on-set roles, protocols, and the flow of a production day

· Exposure to both social-first content (TikTok, Instagram, YouTube) AND traditional commercial/branded content production

· Strong organizational skills and obsessive attention to detail—nothing falls through the cracks on your watch

· Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace

· Experience with project management tools (ClickUp or similar)

· Familiarity with production budgeting software (Movie Magic Budgeting, Showbiz Budgeting, Saturation, or comparable tools)

· Understanding of standard production roles: DP, Gaffer, Key Grip, 1st AD, Production Designer, DIT, etc.

· Knowledge of pre-production processes: Crew hiring, location scouting, equipment rental, talent booking, permitting basics

Bonus Points

· Experience working with influencer talent or talent agencies (Elite, IMG, etc.)

· Knowledge of fashion/beauty production workflows and brand guidelines

· Familiarity with post-production processes (editing, color, finishing, deliverable specs)

· Interest in or experience with AI tools (ChatGPT, Midjourney, Runway, production-specific AI applications)

· Experience with Frame.io, Vimeo, or other review/delivery platforms

· Prior work at an agency, production company, or in-house brand production team

Personal Qualities (Non-Negotiable)

· Exceptional multitasking ability, you can juggle 5 projects simultaneously without losing your mind

· Proactive problem-solver who anticipates needs before being asked

· Clear, professional communicator (written and verbal) across all levels—from PA to client executives

· Calm under pressure: Production is unpredictable; you adapt quickly and stay positive when plans change

· Team player with a collaborative spirit and genuine willingness to support others

· Strong work ethic: You're punctual, reliable, and take ownership of your responsibilities

· Genuine curiosity about production: You want to understand the "why" behind every process, not just the "what"

· Positive attitude and sense of humor—production is intense but should also be fun

· Eagerness to learn and grow: You see this as a stepping stone to becoming a Producer or Production Manager