Creative Production Coordinator

Creative Production Coordinator

The Creative Production Coordinator coordinates and prioritizes incoming creative requests, primarily for internal communications, campaigns, digital signage, and employee outreach, and drives projects from intake through delivery. Partnering closely with the Creative Team and cross-functional MBTA departments, the Creative Production Coordinator schedules, tracks, and traffics design and photography assets in Asana, maintains clear and continuous communication between creative and clients, manages timelines and vendor interactions, and produces recap reports. The primary emphasis of this role is project coordination, trafficking, scheduling, and cross-departmental communication. In addition to these core responsibilities, this role functions as a production designer executing quick-turn, templated layout updates, (particularly for internal employee screen content TCOMMs and preparing production-ready files using Adobe Creative Suite. This work focuses on applying existing templates and brand standards rather than originating new creative concepts. The secondary aspect of this role is as a graphic designer, which will support senior team members by executing design concepts, preparing production-ready files, editing existing files and refining visual assets. This role will assist in creating visual concepts and assets to effectively communicate internal and external target audiences with specific messaging while promoting brand identity.

Duties & Responsibilities

• Keep ASANA requests up-to-date, including intake, assignment, due dates, status changes, and completion notes.
• Schedule, track, and traffic design and photography assets from intake through delivery.
• Break down requests into clear task plans with milestones, review rounds, and approvals.
• Produce concise recap reports on active requests and completed deliverables.
• Draft, edit, and deliver internal communications from the Creative Team or internal stakeholders.
• Draft and produce Bus Operations diversion announcements in coordination with Bus Ops.
• Maintain clear, continuous communication between the Creative Team and internal stakeholders, and coordinate feedback and approvals.
• Manage timelines and vendor interactions; confirm deliverables, schedules, and file handoffs.
• Traffic files to OUTFRONT for in-station digital signage posting, and confirm specs, placements, and timelines.
• Traffic files to the MBTA Sign Shop (Charlestown & Everett) per required specifications.
• Maintain efficient workflows and simple, consistent file organization in Asana.
• Use Microsoft Excel and PowerPoint to maintain schedules, status reports, and presentation materials.
• Apply MBTA brand standards and templates across all assets.
• Update and format internal employee communication screen content (TCOMMS) and slideshows using established templates and brand standards.
• Perform basic production tasks in Adobe InDesign, Illustrator, and Photoshop (e.g., resizing assets, applying templates, formatting layouts, preparing and packaging files).
• Design and resize basic visual assets for digital signage and internal communication channels under guidance from senior staff.
• Prepare production-ready files with accurate formatting, naming conventions, color profiles, and packaging standards.
• Implement quick-turn design revisions based on stakeholder or senior designer feedback while maintaining brand consistency.
• Perform all other duties and projects that may be assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions. Supervision No direct reports.

Minimum Requirements & Qualifications

• Bachelor's degree in graphic design, communications, marketing, business, or a related field.
• Two (2) years of relevant experience in creative project management, graphic design production, marketing, communications, or advertising.
• Background in Graphics, Marketing, or Traffic Management, with experience supporting in-house creative teams.
• Experience using ASANA (or similar project management tool) for intake, scheduling, status tracking, asset trafficking, and approvals at scale.
• Proficiency in Microsoft Office Suite, with demonstrated skill in Excel and PowerPoint.
• Proficiency in Adobe InDesign, Illustrator, and Photoshop, with the ability to perform production-ready layout updates and file preparation.
• Ability to prioritize tasks and manage project timelines to ensure on-time delivery.
• Deadline-oriented with exceptional time management and organizational skills.
• Ability to break down complex objectives into clear, executable tasks.
• Ability to work independently and collaboratively, building buy-in across diverse internal audiences.
• Understanding of creative production workflows, timelines, and basic layout principles.
• Strong customer service orientation with the ability to collaborate effectively in a team environment.
• Ability to work in a fast-paced environment with multiple competing deadlines and cross-departmental needs.
• Ability to build and maintain positive relationships with internal clients and coworkers.
• Self-starter able to manage multiple tasks simultaneously without sacrificing detail.
• Experience working within a dynamic environment and small, entrepreneurial teams inside a large organization.
• Candidates must provide a portfolio demonstrating production-ready design work, layout formatting, and file preparation.
• Substitutions A high school diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor's degree requirement. An associate's degree from an accredited institution and an additional three (3) years of directly related experience substitutes for the bachelor's degree requirement. A master's degree in a related subject substitutes for two (2) years of general experience. A nationally recognized certification, or statewide/professional certification in a related field substitutes for one (1) year of experience.

Preferred Experience & Skills

• Experience coordinating digital signage placements with third-party vendors (e.g., OUTFRONT) and internal shops, including spec verification, flight dates, and file handoffs.
• Experience scheduling or programming internal screen networks and managing content calendars.
• Experience drafting announcements and coordinating distribution across internal channels or signage.
• Working knowledge of accessibility and readability standards for employee communications (contrast, alt-text, plain language).
• Experience with file naming conventions, version control, and shared templates/checklists to improve workflow consistency.
• Experience building reports and dashboards (Excel/PowerPoint) for stakeholders and leadership.
• Experience coordinating vendor timelines and deliverables; ability to manage change requests.
• Relevant certifications (e.g., Asana certification, Adobe Certified Professional, CAPM/PMP).

Job Conditions

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.

Disclaimers and Definitions:

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