Assistant
Pixar
Emeryville, CAThis was removed by the employer on 9/26/2016 11:06:00 AM PST
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Full Time Job
Assistant
SUMMARY:
Provide primary and specialized administrative support to the Director and Co-Director and secondary support to the Office of the Producer. Serve as primary point of contact for the department with an emphasis on daily production scheduling.
RESPONSIBILITIES:
• Proactively manage all pertinent calendar(s) with alertness to agendas, deadlines, and potential conflicts
• Partner with production leadership to effectively manage changing schedule priorities and communicate to all involved parties
• Coordinate production schedule requests with executive team, ancillary production and corporate departments as needed
• Negotiate with other productions and departments for studio screening and conference room bookings as needed
• Establish a positive rapport with other assistants, department managers, and studio leadership
• Actively participate in the assistants’ community
• Create and support a friendly and professional atmosphere within team, department, and production offices
• Book all travel and create detailed itineraries
• Help assemble major events including screenings and presentations
• Work with individuals outside of the company on a variety of activities which may include scheduling talent for dialogue recording sessions and arranging for necessary production staff and talent travel needs
• Coordinate logistics for on and off-site meetings, social events and morale/team building events
• Manage and reconcile department petty cash, American Express account, expense reports, invoices and receipts, and flag upcoming expenses for budgetary purposes
• Successfully manage the day to day tasks and operations, which may include but are not limited to:
• Phone, email and mail correspondence
• Shipping
• Contacts and electronic paper files
• Working meals and department/crew catering needs
• Office supply needs
• Department manuals, processes, procedural documentation
• Wiki updates
• Organizational chart for department
• Delegating tasks to Production Assistant’s and other team members as needed
• Order and maintain swag and prepare gift bags as requested; manage auction and charity requests and maintain file of donated time and items
• Arrange VIP tours and host as needed
• Participate in the hiring process as needed
• May be called upon to assist with special projects, including personal matters, on occasion
QUALIFICATIONS:
• Bachelor’s degree preferred
• Administrative experience supporting a dynamic and demanding office environment required, film industry experience preferred
• Strong organizational skills and attention to detail
• High levels of customer service, professionalism, punctuality and reliability
• Consistent and regular follow through on all requests
• Superior interpersonal skills and baseline emotional intelligence in both written and verbal communication
• Ability to prioritize multiple requests and projects in fast paced deadline driven environment
• Ability to resolve problems on the fly, creatively and resourcefully
• An engaged team player, willing to collaborate and jump in to help
• Strong ability to work within ambiguous environments, adaptable to ever changing circumstances, situations and people
• Initiative to learn new skills, studio procedures, and pipeline through self and studio education
• Proficient in Microsoft Office, PowerPoint, Wiki, Keynote, Filemaker Pro, email and calendaring programs, and a quick learner of new applications; familiar with both Mac and PC
Pixar is an Equal Opportunity Employer.