Job Description

:

The Communications Planning & Production Coordinator is responsible for managing the intake and scheduling of communications projects, ensuring timely delivery of campaigns and initiatives. This role supports cross-functional alignment, oversees vendor coordination, and maintains centralized tracking systems to ensure visibility and accountability across the communications team.

Qualifications:

Education:

Post-secondary education in Communications, Public Relations, Marketing, or a related field.

Experience:

Minimum 3 years of experience in communications project coordination or production management.


Experience with vendor management, scheduling tools, and campaign planning.

Competencies:

Strong organizational and time management skills. Proficiency in project management software and tools (e.g., Monday.com, MS Project).

Excellent written and verbal communication skills.

Ability to manage multiple priorities and deadlines.

Strong attention to detail and problem-solving skills.

Other:

Knowledge of healthcare or public sector communications is an asset, as well as work in a marketing or creative services role.

Responsibilities:

Manage the intake process, team dashboard, and communications calendar.

Monitor the Communications inbox, assign tasks, and distribute all-staff communications.

Liaise with the Senior Administrative Assistant (SAA) for Senior Leadership Team (SLT) deliverables.

Develop and maintain comprehensive production schedules for campaigns and major projects.

Maintain centralized project tracking systems to monitor deadlines and progress.

Coordinate logistics for events, photo/video shoots, and print production.

Collaborate with the Strategic Lead, Communications & Engagement to manage timelines, approvals, and campaign rollouts.

Manage vendor documentation including quotes, contracts, and delivery timelines.

Prepare weekly status reports on production deadlines, delivery timelines and outstanding tasks.

Ensure cross-team alignment and manage external resources to support seamless project execution.

Support and organize communications template system and upload or alter templates as requested.

Create internal communication deliverables for staff and leaders such as daily clippings, 'This Week at RVH', and 'Leaders This Week'.

Liaise with RVH Auxiliary to support, create, and execute their internal and external communication plans.

Update corporate communications SharePoint to ensure it is current, effective, and compliant with standards.

* Maintain and ensure Sharepoint folders are organized and information is stored appropriately.