Production Coordinator

SaySo Medical are seeking a Production Coordinator to join our rapidly growing team in Farringdon, central London.

SaySo is a specialist medical communications agency combining live and virtual experiences, video and digital technology to help pharmaceutical and healthcare organisations engage healthcare professionals, clinical trial sites and other audiences around the world

In this varied and exciting role your day-to-day tasks will include supporting Production Managers in the end-to-end management of virtual and hybrid events, projects delivered through the SaySo Medical Platform, videos, and podcasts - all with a medical focus. You will report to a Senior Production Manager and will be given the opportunity to input into the management and evaluation of SaySo Medical deliverables.

Hours: 37.5 hours per week with the option to work from home 3 days a week.

In order to support varying time zones globally there will be the requirement to work very occasional unsociable hours. This time will be given back in lieu as appropriate.

Salary: Salary and package dependent upon experience.

Responsibilities

You will assist 2 – 3 Production Managers with all aspects of delivery which will vary based on the project. Some of your responsibilities may include:

Client and project support

• Support Production Managers with the planning and delivery of medical communications projects from initial setup through production, launch/live delivery and post-project activity.
• Assist with the development and maintenance of project plans, timelines, task lists and production schedules using Monday.com.
• Attend client and internal project meetings, take clear and accurate meeting notes, and support with the circulation of concise summaries of key decisions, actions, owners and deadlines following each meeting.
• Update Monday.com and other project documentation with agreed actions, responsibilities and timelines, and support the Production Manager in tracking progress and following up outstanding tasks.
• Respond to delegate, attendee and speaker queries, escalating issues to the Production Manager where required.
• Source venues, suppliers, catering, furniture and other project requirements, obtaining availability and quotations as required.

Pharmaceutical and medical communications

• Communicate professionally with healthcare professionals, speakers, faculty members and delegates around the world.
• Schedule and coordinate technical checks for virtual, hybrid and face-to-face projects.
• Support the preparation and distribution of project materials, speaker information, joining instructions and delegate communications.
• Assist with the management of approved project content and ensure the correct versions of materials are used across digital, email and live environments.
• Work carefully within the requirements of pharmaceutical and healthcare projects, following established processes for approved content, communications and project documentation.

Digital and platform delivery

• Build and configure project content through the SaySo Medical Platform, including registration pages, meeting hubs, programme pages, on-demand video pages and other digital content.
• Create and schedule mass email campaigns for users including invitations, reminders, and post-event communications.
• Upload and manage approved videos, documents, speaker information and other project resources through the SaySo Platform.
• Support platform quality assurance by checking registration journeys, page content, links, videos, documents and email communications before launch.
• Set up audience engagement tools including live polling, Q&A, surveys and other interactive functionality.
• Support the preparation of post-project analytics and metrics reports using registration, attendance, engagement, written feedback, video and email data.

Events, video and content production

• Support the delivery of face-to-face, virtual and hybrid meetings, working closely with Production Managers, AV teams, venues and suppliers.
• Assist with venue sourcing, room setup, furniture, catering, deliveries, signage and other event logistics.
• Provide on-site production support including speaker management, delegate management, registration and coordination with the AV and production team.
• Manage delegate technical support through email, live chat and other support channels during live projects.
• Schedule and run remote technical checks with speakers and healthcare professionals, ensuring they are comfortable with the technology before recording or live delivery.
• Support video and podcast production, including coordinating recordings, speakers, schedules, assets and the publication of approved final content.
• Manage SaySo Medical’s technical and AV equipment inventory and loan log, including arranging equipment dispatches, returns and courier deliveries.
• Assist with the setup and testing of livestreaming, webinar and audience engagement tools ahead of live delivery.

A working interest in digital production, events, video, podcasts and technology is important. The role does not require the Production Coordinator to operate specialist AV equipment, but they should be comfortable learning new platforms, troubleshooting basic technical issues and supporting speakers and delegates using digital tools.

Requirements

Higher education qualification/s (basic requirement)

Basic experience:

• Demonstrated ability to successfully handle multiple projects concurrently
• Excellent verbal and written communication skills

Preferred experience

• Experience working on events (e.g. webinars, hybrid meetings)
• Pharmaceutical / Healthcare industry experience
• AV or webcast streaming knowledge
• Discounted gym membership
• Flexible, hybrid work set-up
• 25 days annual leave plus public holidays
• Annual appraisal and pay reviews, a clear progression path within our growing company
• Bespoke training linked to your objectives, ongoing training and development opportunities for all levels and disciplines
• Regular social events, such as summer and Christmas parties

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