Administrative Assistant

Cosa Vfx Inc•Los Angeles, CA

3d•Onsite

About The Position

CoSA VFX is a fast-paced, highly collaborative VFX production company supporting a range of creative projects and client partnerships. We’re seeking a proactive, detail-oriented Los Angeles, CA - based Administrative Assistant who thrives in a dynamic environment to support multiple initiatives, initially focusing in business development. The ideal candidate demonstrates strong judgment, understands when to take initiative versus when to seek guidance, and brings a solutions-oriented mindset to their work. Professionalism, clear communication, and effective collaboration are highly valued.

Requirements

Strong written and verbal communication skills, with the ability to distill requests into clear, actionable information
Excellent organizational skills, consistency, and attention to detail when managing high-volume tasks
Comfort managing email, calendar, and task traffic while understanding priority and urgency
Sound judgment in knowing when to act independently versus when to seek guidance or approval
Reliable transportation when required
Collaborative, proactive, and solutions-oriented approach with strong task ownership
Ability to adapt quickly to shifting priorities and multiple workflows
Professional demeanor and ability to collaborate effectively across teams
Comfortable handling confidential and sensitive information with discretion
Familiar with Shotgrid, Airtable and Microsoft Suite
Minimum 1–2 years of VFX or related production industry experience

Responsibilities

Manage communications during designated coverage windows, including assessing urgency, responding as requested, and maintaining a professional tone both internally and with clients
Coordinate internal, external, virtual, and in-person meetings; take detailed notes and distribute clear summaries, action items, and follow-ups
Maintain daily task lists and assist with tracking ongoing projects
Proactively identify potential gaps, conflicts, or bottlenecks and flag them early
Responsible for database management (Airtable), secure file sharing, and version control
Organizing and maintaining NDAs, contracts, and key project documentation
Conduct research to support active projects and internal initiatives, including identifying overlaps, trade opportunities, and relevant industry activity
Create and maintain a shared calendar of industry-related events (festivals, conferences, talks, screenings, etc.) for internal team visibility
Coordinate travel arrangements and assist with LA-based logistics, client deliveries, and time-sensitive errands
Provide administrative and coordination support across departments as needed in a fast-paced production environment
Other responsibilities as assigned