Key Responsibilities and Required Skills for a Video Project Assistant

🎯 Role Definition

The Video Project Assistant is a critical support role at the heart of the creative and production process. This individual acts as the organizational backbone for the video production team, ensuring that projects move seamlessly from the initial creative concept through to final delivery. The role is a dynamic blend of administrative prowess, logistical coordination, and creative collaboration. At its core, the Video Project Assistant enables the creative team to focus on what they do best by managing the myriad details that make a video project successful, on time, and on budget. You are the go-to person for project status, resource allocation, and logistical planning, making you an indispensable part of the team's success.

📈 Career Progression

Typical Career Path

Entry Point From:

Internships in media, marketing, or video production.
Freelance Production Assistant (PA) roles.
Recent graduates from Film, Communications, or Media Studies programs.

Advancement To:

Video Producer or Associate Producer
Video Project Manager
Post-Production Supervisor

Lateral Moves:

Content Coordinator
Marketing Project Coordinator
Social Media Manager

Core Responsibilities

Primary Functions

Assist in all phases of the video production lifecycle, from pre-production planning and scheduling to on-set support and post-production coordination.
Manage and meticulously organize all video project assets, including raw footage, graphics, audio files, and final deliverables, using a digital asset management (DAM) system.
Coordinate the complex logistics for video shoots, which includes booking locations, renting equipment, arranging travel for cast and crew, and securing necessary permits.
Create, update, and distribute detailed project documentation such as call sheets, production schedules, shot lists, and project status reports to keep all stakeholders informed.
Act as a primary communication hub for freelance videographers, editors, and other external vendors, managing contracts, processing invoices, and ensuring clear and consistent dialogue.
Prepare and transcribe interview footage and other raw video content to create detailed logs that assist editors in streamlining the post-production workflow.
Conduct thorough quality control (QC) checks on all final video edits to ensure they meet technical specifications, adhere to brand guidelines, and align with the approved creative direction.
Provide hands-on assistance with the setup and breakdown of camera, lighting, and audio equipment on set, supporting the production crew to ensure efficient shoot days.
Manage the video team's master production calendar, scheduling key pre-production meetings, shoot dates, and critical post-production review sessions.
Support the post-production process by ingesting footage, creating organized project files for editors, and managing the feedback and revision cycles with multiple stakeholders.
Prepare and export video files for a wide range of distribution platforms (e.g., YouTube, Instagram, LinkedIn, website), ensuring correct aspect ratios, formats, captions, and other technical specifications.
Facilitate clear and productive communication between the creative team, project managers, and clients to ensure everyone is aligned on project progress, expectations, and deliverables.
Gather and consolidate feedback from internal and external reviewers, presenting it to the editing team in a clear, consolidated, and actionable format to avoid confusion.

Secondary Functions

Research and source stock footage, licensed music tracks, and graphic elements for use in various video projects, while ensuring all assets are properly licensed and documented.
Maintain an organized inventory of all in-house production equipment, tracking its condition, scheduling maintenance, and coordinating repairs or replacements as needed.
Assist in drafting scripts, developing creative concepts, and building storyboards during the pre-production brainstorming and development phase.
Provide general administrative support to the video department, such as scheduling internal meetings, taking detailed notes, and preparing presentations or project summaries.
Help manage project budgets by meticulously tracking expenses, processing vendor invoices, and preparing financial summary reports for the Video Producer or Project Manager.
Stay current with industry trends, new video production techniques, and emerging social media formats to contribute fresh ideas and innovative solutions to the team.
Archive completed projects systematically, ensuring all final assets, project files, and related documentation are stored correctly for easy retrieval and future reference.
Collaborate with the marketing and social media teams to help plan video content distribution strategies and assist in analyzing post-launch performance metrics.

Required Skills & Competencies

Hard Skills (Technical)

Adobe Creative Suite: Foundational proficiency with Adobe Premiere Pro for logging footage, syncing audio, creating string-outs, and making basic edits. Familiarity with After Effects and Media Encoder is a major plus.
Project Management Software: Experience using tools like Asana, Monday.com, Trello, or Jira to track tasks, manage timelines, and report on project progress.
Office & Productivity Suites: Strong competency in Google Workspace or Microsoft Office Suite, particularly for scheduling (Calendar), budget tracking (Sheets/Excel), and creating documents (Docs/Word).
Digital Asset Management (DAM): Understanding of or experience with DAM systems (like Bynder, Brandfolder, or even advanced Dropbox/Google Drive structures) for organizing and sharing media files.
Video & Audio Fundamentals: A working knowledge of video codecs, file formats, and best practices for various delivery platforms. Basic understanding of camera, audio, and lighting equipment is highly desirable.

Soft Skills

Extreme Organization: A natural talent for organization and an almost obsessive attention to detail, capable of managing hundreds of assets and multiple timelines without letting anything slip through the cracks.
Stellar Communication: Clear, concise, and professional communication skills, both written and verbal. The ability to articulate needs, provide status updates, and liaise effectively with a diverse group of people is essential.
Time Management & Multitasking: Proven capacity to juggle multiple projects and competing deadlines simultaneously in a fast-paced environment, all while maintaining a calm and controlled demeanor.
Proactive Problem-Solving: A forward-thinking and resourceful mindset with the ability to anticipate potential roadblocks, troubleshoot issues as they arise, and adapt to unexpected changes on the fly.
Collaborative Spirit: A genuine team player with a positive, can-do attitude who enjoys supporting others and contributing to a shared creative vision. You thrive in a collaborative environment and are always willing to pitch in.

Education & Experience

Educational Background

Minimum Education:

Associate's Degree or equivalent, relevant professional experience in a related field.

Preferred Education:

Bachelor's Degree from an accredited four-year university or college.

Relevant Fields of Study:

Film, Television, or Media Production
Communications or Journalism
Marketing or Advertising

Experience Requirements

Typical Experience Range:

1-3 years of experience in a support role within a video production environment, creative agency, or corporate marketing department.

Preferred:

Demonstrated experience working on a variety of video projects from concept to completion, with a portfolio or list of credited projects available for review. Experience coordinating freelancers and external vendors is highly valued.