Administrative Assistant, Physical Production
About The Position
The Administrative Assistant, Physical Production will manage the day-to-day administrative functions for the EVP, Physical Production, and should be prepared to interface with a variety of creative clients and high-level executives. Assist with all office duties (telephones, schedules, calendar, files, correspondence, travel, expense, reports, etc.) for EVP of Physical Production Assist in research on potential above the line crew hire availability and scheduling Conduct research for special projects during pre-production (locations, crew availability, logistics, liaison with film commissions, etc.) Handle operational setup tasks such as securing office space, ordering equipment/furniture/supplies, arranging phone access, coordinating security and parking access, and arranging travel for producers, directors, and crew Create welcome packet, preliminary crew list, and studio contact lists for individual production offices during preparation Serve as liaison between production office and studio with respect to policy and procedure compliance and verify systems are in place Schedule meetings (production, finance, transportation, asset, clearances, computer support, labor relations, product placement, safety, insurance, etc.) between filmmakers and studio department heads specific to each project Supervise wrap of production office and coordinate delivery of production files to studio; follow up on resolution of issues outstanding at wrap Review deal memos for accuracy prior to executive approval. Verify crew employment eligibility through industry experience roster database; follow up on compliance issues through labor relations department and contract services administration
Requirements
- Two plus of current freelance production coordinator or assistant coordinator experience, or equivalent time at a talent agency and/or production company
- Proficiency with MS Word, Excel, and Outlook
- Tech‑savvy with current cloud applications, including Microsoft 365 and Google Workspace (Sheets, Forms, etc.)
- Familiarity with project‑management software such as Scenechronize and Asana
Nice To Haves
- Thorough understanding of all production paperwork (call sheets, production reports, crew lists, schedules, scripts, etc.); upload production documents into the Scenechronize archiving system
- Strong team player who enjoys working independently as well as collaboratively
- Knowledge of — or willingness to explore — new resources to improve efficiency
- Excellent verbal and written communication skills
- Highly organized with strong attention to detail
- Ability to multitask and prioritize work assignments
- Ability to work with and maintain confidential information
- Demonstrates initiative, strong interpersonal skills, and the ability to work well under pressure
- Curiosity and desire to learn, with an interest in career advancement
Responsibilities
- Manage the day-to-day administrative functions for the EVP, Physical Production
- Assist with all office duties (telephones, schedules, calendar, files, correspondence, travel, expense, reports, etc.) for EVP of Physical Production
- Assist in research on potential above the line crew hire availability and scheduling
- Conduct research for special projects during pre-production (locations, crew availability, logistics, liaison with film commissions, etc.)
- Handle operational setup tasks such as securing office space, ordering equipment/furniture/supplies, arranging phone access, coordinating security and parking access, and arranging travel for producers, directors, and crew
- Create welcome packet, preliminary crew list, and studio contact lists for individual production offices during preparation
- Serve as liaison between production office and studio with respect to policy and procedure compliance and verify systems are in place
- Schedule meetings (production, finance, transportation, asset, clearances, computer support, labor relations, product placement, safety, insurance, etc.) between filmmakers and studio department heads specific to each project
- Supervise wrap of production office and coordinate delivery of production files to studio; follow up on resolution of issues outstanding at wrap
- Review deal memos for accuracy prior to executive approval.
- Verify crew employment eligibility through industry experience roster database; follow up on compliance issues through labor relations department and contract services administration
Benefits
- This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
