Assistant, Film Physical Production

FIFTH SEASON • Los Angeles, CA

3d • $23 - $25

About The Position

The Assistant supports the Film Physical Production team with day-to-day administrative and operational work in a fast-paced production environment. The role requires strong organization, attention to detail, multitasking, communication, and collaboration across diverse personalities and teams. The ideal candidate is proactive, adaptable, and interested in Film Physical Production and the entertainment industry.

Responsibilities include managing calendars and schedules, coordinating meetings and travel across offices and time zones, preparing meeting materials and distributing notes, tracking follow-up items, processing and reconciling expenses, and assisting with budget tracking. The Assistant serves as a liaison among executives, internal teams, external partners, and management, supports special projects, anticipates team needs, and handles confidential information with discretion. Overtime on short notice may be required when business needs demand it.

Requirements

• Bachelor’s degree or equivalent relevant professional experience.
• Genuine interest in Film Physical Production and enthusiasm for supporting the team.
• Strong proficiency in Microsoft Office applications.
• Exceptional organizational, logistical, and time-management skills, with strong attention to detail.
• Ability to manage multiple priorities simultaneously in a fast-paced, deadline-driven environment.
• Proactive, self-motivated, and resourceful, with the ability to anticipate needs and identify solutions.
• Excellent written and verbal communication skills, including the ability to collaborate across organizational levels, global offices, and time zones.
• Adaptable and resilient, with the ability to navigate changing priorities and solve problems creatively.
• Sound judgment and demonstrated ability to maintain confidentiality and diplomacy.
• Flexibility to work overtime on short notice when business needs require.

Nice To Haves

• Previous experience within a talent agency, management company, production environment, or production company.
• Basic understanding of physical production and set workflows; previous on-set experience is a plus.

Responsibilities

• Provide day-to-day administrative and operational support, including calendar management, scheduling, phone calls, correspondence, and follow-ups.
• Coordinate complex schedules, meetings, and travel arrangements across multiple offices and time zones.
• Prepare meeting materials, compile and distribute notes, track follow-up items, and help executives and team members prepare for upcoming priorities.
• Arrange travel accommodations, process and reconcile expenses, and assist with departmental budget tracking and expense records.
• Serve as a liaison between executives, internal teams, external partners, and various levels of management, maintaining clear and timely communication.
• Support special projects and other departmental initiatives as needed.
• Anticipate needs, manage competing priorities, and adapt to changing schedules and business requirements.
• Handle sensitive and confidential information with discretion, professionalism, and diplomacy.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level