About The Position
The Executive Assistant will provide a full range of administrative support to the SVP of Production for HBO. You are THE go-to person on the team – organized, detail-savvy, solutions-oriented with a calm, can-do mindset that’s always two steps ahead of what’s needed next.
Requirements
- Must have at minimum 3 years prior experience in scripted physical production (corporate or on series/feature films at the level of Producer’s Assistant, Production Office Coordinator or higher)
- Passion for and desire to work in the media industry.
- Excellent administrative, critical reasoning, problem-solving, and written and verbal communication skills.
- Proactive in managing complex calendars and scheduling meetings with foresight to avoid conflicts and prioritize key engagements.
- Demonstrated ability to manage calendars, schedules, and project deadlines efficiently.
- Articulate, personable, and detail-oriented with strong interpersonal skills. Able to communicate effectively at all levels.
- Excellent time management skills with the ability to prioritize competing deadlines in a fast-paced environment.
- Self-motivated, resourceful, and collaborative, with a demonstrated ability to take initiative.
- Maintains confidentiality and adapts well to evolving responsibilities.
- Proficient in Google Suite and Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
Nice To Haves
- Familiarity with Scenechronize, Movie Magic
Responsibilities
- Schedule Management: Schedule appointments, maintain and update the executive(s) daily calendars while anticipating needs of executive and team. Work independently and resourcefully, making decisions and solving problems across calendars and time management.
- Meeting Logistics: Handle all logistics associated with internal and external meetings, appointments, and multi-location video conferences. Assist with AV and video conferencing needs, prepare materials, set up meeting rooms, arrange catering, and make copies as needed. Manage preparation for internal and external meetings including conference calls and circulating schedules/agendas.
- Communication: Respond to inquiries professionally and function as an administrative liaison to staff at all levels, external vendors, and consultants in a fast-paced environment. Troubleshoot and escalating time-sensitive requests from Showrunners and Production Management Teams.
- Travel Arrangements: Arrange travel itineraries and prepare travel and expense reports.
- Expenses: Responsible for the tracking and processing of expenses, check requests, invoices, and purchase orders.
- Production Management: Act as the day-to-day liaison/first point of contact for the Production office teams alongside the assigned HBO Manager and Coordinator in the Production department across multiple titles for HBO. Track and update series schedules, agency availability charts, and other internal documents. Review all production paperwork for accuracy and monitor daily production work/progress.
- Ad Hoc Projects: Support ad hoc projects and special requests as needed.
Benefits
- health insurance coverage
- an employee wellness program
- life and disability insurance
- a retirement savings plan
- paid holidays and sick time and vacation
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
Number of Employees
11-50 employees
