About the team
This is an exciting role within Fremantle, to see how people are using AI in their everyday roles, and then work to increase adoption across all back office functions. We know that the organisations getting value from AI are not the ones with the best models, they are the ones who redesign workflows, put a named owner and budget behind adoption, build a visible role-modelling network, and track impact centrally. This is exactly what we want from this role, to support the changing way we do business.
We want to find those pockets of experimentation across the business, test the usefulness and then get them embedded into other teams to drive efficiencies. This role is all about supporting and coordinating the department lead, and ensuring the projects stay on track.
This is a great opportunity for someone who is a brilliant coordinator, who wants a fresh challenge who will help drive real change within an organisation.
Here you will get to:
Needs-gathering & discovery
- Runs regular check-ins with labels and head-office functions to surface pain points and opportunities, turning scattered conversations into a live, prioritised backlog for the Lead and Exec.
- Works out what is actually needed across the business and translates it into clear, buildable requests.
Coordination & cadence
- Coordinates the fortnightly Head Office Productivity Working Group and monthly Head Office Functional Productivity Group, things such as agendas, actions, minutes and follow-up, so nothing drops between sessions.
- Chases open actions across all working groups, and keeps the programme moving week to week, not just meeting to meeting.
Central register, tracking & reporting
- Owns and maintains the master register of ideas, in-flight builds, live automations and their status, the single source of truth for what's happening and where.
- Tracks adoption, usage and time-saved data for live tools, feeding the Productivity AI Lead's reporting to the Head of Department
Network & communications
- Onboards new champions, keeps the champions network directory current, and coordinates the logistics of showcase/competition events.
- Maintains the single, findable communication channel for AI productivity (Useful GPTs, Claude Projects, Automations etc.), posting updates and wins so the business can see what's live.
- Coordinates scheduling of upskilling sessions with HR's L&D team against the agreed training plan.
Other
- First point of contact for labels or teams asking “where do I start?”, routing them to the right tool, champion or training.
- Flags risks, blockers and slipping timelines to the Productivity AI Lead early rather than letting them surface at the monthly meeting.
- Owns visibility of the overall programme calendar and timeline across both forums.
Essential
- 2–5 years in a coordination, project support, operations or programme administration role, ideally in a fast-paced or matrixed organisation.
- Exceptionally organised, able to juggle several workstreams, meetings and deadlines at once without things slipping.
- experience coordinating regular meetings or working groups end to end: scheduling, agendas, minutes, action logs and follow-up.
- Confident keeping a tracker or register accurate and up to date, and pulling simple reports on progress, usage or adoption from it.
- Good working knowledge of Excel or Google Sheets, including filters, simple formulas and basic charts.
- Comfortable following up with colleagues at all levels to keep actions moving, politely and persistently.
- Clear, friendly written and verbal communication, able to write a short update, post or summary that busy people will actually read.
- Confident building relationships across different teams and seniorities, and a natural first point of contact people feel comfortable asking for help.
- A regular user of everyday AI tools (e.g. ChatGPT, Copilot, Gemini, Claude) at work or at home, with a genuine interest in how they can make work easier. No technical background needed.
- Spots risks, blockers or slipping timelines early and flags them, rather than waiting to be asked.
Desirable
- Experience in media, entertainment or a production business.
- Experience supporting a change, transformation or technology rollout project.
- Experience organising events, showcases or internal communications.
- Familiarity with Microsoft Teams, SharePoint, Planner or similar collaboration tools.
- Some exposure to simple automation tools (e.g. Power Automate) or an appetite to learn
Our benefits include generous company pension, summer Fridays, audience tickets, employee assistance program, access to free courses and training, EV scheme, cycle to work scheme, season ticket loan, business coaching sessions and volunteer days.
If you need any of this information in a different format or would like to suggest a different form of application, please contact [email protected]
Fremantle is part of RTL Group, a global leader across broadcast, content and digital, itself a division of the international media giant Bertelsmann.
For more information, please visit Fremantle.com, follow us @FremantleHQ or visit our LinkedIn and Facebook pages.
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