Wednesday, 5 December 2018

Production/Project Management Intern at Ginkgo Agency 2019

The production/project management intern role sits within the production department and reports directly to the production manager. This role also works closely with the production assistant and project manager.

The purpose of the role is to afford a learning opportunity to those interested in entering the field of production and project management. Learning opportunities exist within the whole production process and the person fulfilling this role will be taught various areas of production and project management.

Priorities and accountabilities


  • Tracking of story progression from pitch to panic by reporting status on Google Doc.
  • Open job bags on the operating system used by the company for the production team.
  • Research travel and accommodation options for shoots in addition to helping source locations, crew, cast and props for productions.
  • Prepare call sheets and travel packs for shooters.
  • Carefully check through all spelling, grammar, and formatting on all production documents.
  • File call-sheets and travel pack electronically on Google Drive and in hard copy.
  • Update and share production schedules with the production manager and the various other internal stakeholders.
  • Take minutes and distribute for pre-and post-production meetings and other meetings as required.
  • Take minutes during the post-production planning meetings, circulate to all attendees and save electronically to Google Drive.
  • Keep status reports up-to-date based on status meetings and feedback from the management team.
  • Follow-up on pick-ups needed with media management and shooting teams.
  • Provide administrative support in preparing and filing all required paperwork. This includes electronic filing of job related documents on Google Drive.
  • Assist with correspondence of producers, directors and other crew members to fulfil practical, everyday production needs.
  • Collect all original supplier invoices and document these in the cost report each week.
  • Assist with reconciliation of jobs done with the assistance of the production assistant(s) and production manager – including both hard costs and hours spent on each job through Chase (or any alternative operating system used by the company) and in hard copy.
  • Assist in the running of the production team according to the guidelines set out by the production manager.
  • Maintain staff birthday list and send out birthday cards for each person.
  • Any other task as may reasonably be requested by the production manager.
Project management
  • Utilise project management best practices throughout the development and management of production processes.
  • Assist with the implementation and management of workflows and systems where required.
  • Assist in the development of comprehensive production plans from pre-production to final delivery, detailing scope of work, resources required, activities per resource, deliverables, milestones and deadlines.
  • Provide timing plans to the various departments to demonstrate how each brief will be processed and the timing required to implement.
  • Manage all project tracking documents and share updates with respective teams weekly.
  • Establish clear ownership for project tasks by understanding the resource requirements and deliverables.
  • Check resource availability (internal and external) and ensure the production team books freelancers and in-house staff accordingly.
  • Organise and participate in client briefing and brainstorming sessions.
  • Arrange and ensure client and agency project team meetings take place regularly.
  • Assist with management of the delivery of briefed-in work with the production team, media management team, editing team and shooting team on projects.
  • Ensure quality control processes have been followed for client projects.
  • Ensure all legal requirements for project are met – filing of agreements, talent release, supplier agreements, music licences, etc.
Company Description
Ginkgo is built on a sense of purpose. We believe that we can do life better by challenging the norms.
Our thoughts, deeds and actions are underpinned by absolute clarity of reason. We are governed by an emphatic duty to integrity and a belief that we are better together. Innovation and creativity are inherent, and we strive to constantly exceed expectations. We each have an insatiable hunger for knowledge: to constantly evolve and discover new frontiers.

Our clients commission us to produce editorial and brand content in a photo-journalistic style that is compelling and resonates with their audience. We deliver narrative of value by applying best practice to extracting narrative, creating solutions at scale and understanding audiences.

“We are made for goodness” – Archbishop Emeritus Desmond Tutu


  • Excellent command of the English language.
  • Writing skills.
  • Project management skills.
  • Teamwork and collaboration.
Please send your cover letter to Mellisa Weir at outlining why you are the best person for the role and why you wish to work at the Ginkgo Agency. Remember to include your CV. 

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