Management Assistant

This is a Full Time Job

Summary of Position:

Provide primary and specialized administrative support to the Producer and secondary support to the Associate Producer, with an emphasis on daily production scheduling.

NOTE: Work is highly confidential in nature.

Key Responsibilities Include:

Proactively manage all pertinent calendar(s) with alertness to agendas, deadlines, and possible conflicts. Partner with production leadership to effectively manage constantly changing schedule priorities and communicate them to production management. Coordinate production schedule requests with executive team, ancillary production departments, and corporate departments as needed. Negotiate with other productions and departments for studio screening and conference room bookings as needed. Ensure that schedules are current and accurate and communicated to involved parties.

• Mentor Production Desk staff and support Production Desk and other production leadership

offices as needed.

• Establish a positive rapport with other Assistants, Department Managers, and

Studio Leadership.

• Work with outside agents and managers to schedule talent for dialogue

recording sessions; arrange all production staff and talent travel needs for sessions.

• Actively participate in the Assistants Community.

• Participate in the hiring process as requested.

• Create and support a friendly and professional atmosphere within production offices.

• Preserve and promote Pixar’s culture of respect and innovation.

• Special projects as needed.

Administrative Support:

Successfully organize and manage the day-to-day tasks and operations,

which may include but are not limited to:

• Manage all phone, email, and mail correspondence; handle all shipping needs.

• Maintain address book, and electronic and paper files.

• Help coordinate individual meals and department or crew catering needs.

• Order and maintain swag as needed; prepare gift bags as requested.

• Manage auction and charity requests, maintain file of donated time and items.

• Organize VIP studio tours as requested.

• Field requests for speaking engagements and interviews, partnering with

Publicity to manage and facilitate involvement in approved requests.

• Book all travel and create detailed itineraries.

• Help assemble major screenings and presentations.

• Manage and reconcile petty cash, American Express account, expense reports,

invoices and receipts as they pertain to production or department.

• Coordinate logistics for on/off-site meetings, social events, and morale/team building

events.

Background, Knowledge, Skills, and Abilities Required at Minimum:

• BA preferred.

• Four years administrative experience supporting in-demand individual in dynamic office

environment.

• Experience and interest in a film or entertainment-related field.

• Strong organizational skills and attention to details.

• Superior interpersonal skills in both verbal and written communications.

• Ability to prioritize multiple requests and projects in fast-paced, deadline driven environment.

• Adaptable to ever-changing circumstances, situations, and people.

• Willing to take initiative and resolve problems creatively and resourcefully.

• Both a strong team player and an independent worker.

• Customer service oriented.

• Discrete professionalism required.

• Proven ability to anticipate needs and proactively address issues or concerns.

• Proficient in Microsoft Office, Powerpoint, Wiki, Keynote, Filemaker Pro, email and calendaring

programs, and a quick learner of new applications. Familiar with both Mac/PC.