Executive Assistant, Media Rights & Development

This is a Full Time Job

Title: Executive Assistant, Media Rights & Development
Hours: Fulltime; 3 days per week in person at NYC office; 9am-6pm ET

REQUIREMENTS:
• One year of assistant experience at Hollywood talent agency or management company;
• MUST LOVE TO READ!
• Highly organized, strong time management skills, pays close attention to detail;
• Proactive with a ''no task too small'' attitude;
• Excellent communicator and careful listener;
• Demonstrates strong editorial skills and enjoys collaboration;
• Exceptional critical reader with ability to write compelling coverage on an expedited basis;
• Presents a respectful, professional demeanor;
• Genuine interest in both publishing and film/tv, with a desire to grow at Aevitas for at least two years;

ADMINISTRATIVE DUTIES:

Supports the Head of Development and Director of Development in all day-to-day activities by:

• Answering phones;
• Greeting guests (offering coffee, tea, etc.) upon arrival at office;
• Managing executive calendars by scheduling all meetings for both executives in a timely, polite fashion; ensuring all meeting and call information is input into the calendar in the same format; ensuring executives are prepared for meetings and calls and arrive on time;
• Taking notes in meetings with authors, producers, executives, etc. and proactively assisting executives in necessary follow up post meetings;
• Planning executive travel to LA, London, film festivals and book fairs;
• Fielding and responding to all rights inquiries in a timely fashion;
• Liaising with authors and colleagues to answer questions and provide information regarding all entertainment industry matters;
• Working collaboratively with co-CEO's assistants to ensure the department runs smoothly and efficiently;
• Responding to and prioritizing timely requests from co-CEO's, and assisting on any special projects assigned by co-CEO's;
• Managing long-term organizational projects, such as building and maintaining various talent lists, tracking grids, and department databases;
• Performing book-to-film submissions with utmost care, impeccable attention to detail, and promptly, as instructed by executives;
• Meticulously tracking book-to-film submissions by maintaining and updating submission lists in real-time;
• Communicating the status of book-to-film submissions to colleagues and authors, and assisting in answering questions from colleagues and authors about process, timing, and next steps;
• Generating IP memos following general meetings and in response to daily conversations with producers/talent/executives about their IP needs;
• Generating and editing coverage;
• Meticulously maintaining department documents and grids.

BUSINESS AFFAIRS DUTIES:

Manages the Business Affairs workflow by:

• Maintaining the Business Affairs AirTable grid and carefully tracking the status of all deals;
• Communicating clearly and proactively with ACM authors to keep all clients and colleagues appraised of the status of paperwork and ETAs for payments;
• Promptly requesting the Publisher Release form from the Publisher, and working with the Publisher and Buyer to finalize and execute the form upon deal closing;
• Completing and uploading to Slack a Deal Memo and entering the deal terms and payout information into AirTable for long-term tracking, upon deal closing;
• Working closely with the Payment Coordinator to request start paperwork, set up author in any internal vendor payment system, confirm commission and payment information, ensure payment is flowing properly, and ensure all documentation and status updates relating to payments - including option fees, option extension fees, purchases, consulting fees - are disseminated to all parties in a timely fashion;
• Sending final agreement to author for review, facilitating signature, and filing executed agreement appropriately;

CREATIVE DUTIES:

Assists Head of Development and Director of Development in development/ producing activities and Media Rights work by:

• Reading new book projects and assessing film/tv/documentary/podcast/live stage play potential;
• Based on assessment of film/tv potential and authors' ambitions, assisting executives in devising submission strategies for new book projects and executing those strategies;
• Exploring the massive backlist proactively to identify older titles and newly available titles with potential, and pitching those titles to executives to generate new projects and business;
• Helping generate ideas regarding books to share with contacts following general meetings and in response to requests for specific IP and mandates;
• Networking with industry peers to build relationships and gather industry intel;
• Tracking and reporting on market trends, and watching new movies, shows, and documentaries with an eye towards identifying new talent and buyer appetites.

BIPOC and LGBTQI+ identifying candidates strongly encouraged to apply.