Assistant

This is a Full Time Job

Amblin Partners, located in Universal City, is seeking a 2nd assistant to support a high-level executive. As this is a more junior level assistant role, candidates should have at least 1 to a max of 2 years experience as an assistant, preferably in the film industry. Internship only experience will not count as experience for this role. The ideal candidate will have the ability to multi-task, work independently and take ownership of tasks, cover for other desks, have a strong attention to detail, anticipate and preemptively act upon logistical complexities, be a problem solver under tight time restraints, and be resourceful.

2nd Assistant Responsibilities:
• Manage executive and family calendars and travel, set and coordinate some personal appointments, make reservations, send pertinent directions and instructions for events.
• Maintain large database of logins, passwords, and memberships. Make note of expiry dates and renew accordingly.
• Update and organize server & box with incoming submissions, coverage, completed expense reports, personal documents, invoices, NDAs, etc.
• Manage and track both personal and business expense reports and receipts for multiple credit cards and account holders.
• Create or manage and track invoices through studios and business offices for both personal and business expenses.
• Update and manage personal & company contacts including email, phone numbers and work/home addresses.
• Occasionally assist with making runs for both personal and business errands.
• Collaborate with other members of the executive office to complete large projects.
• Handle gifts and reminders for both birthdays and congratulations for important industry news.
• Screen and prioritize incoming calls while updating executive call sheet.
• Cover desk while first assistant is on location or travelling with executive. Executive and first assistant may be away for 4 - 6 months at a time, second assistant should be comfortable working alone and be the ''home base'' for the office.
• Work closely with first assistant to ensure they have all the information regarding tasks that are being carried out. Coordinate with first assistant to ensure that there is a seamless delegation & prioritization of tasks.
• Send reminders and information for any voting deadlines (Academy Awards, Emmy's PGA Awards etc.)
• Liaise with executive's family and household contacts (i.e. party planners, nannies, etc.) and schedule recurring appointments for pets and vehicles.
• Work closely with the executive's family and communicate schedule changes to them when appropriate.
• Actively maintain lists of restaurants, preferred hotels, important birthdays, office supplies, and favorite snacks/drinks.
• Provide simple technology troubleshooting support on a standby basis.
• Take notes on all phone calls and send to first assistant for review.

Qualifications and skills:
• Demonstrates professionalism and ability to maintain the highest level of confidentiality.
• Ability to shift priorities quickly in response to changing circumstances, remaining flexible, calm, and focused while multi-tasking at a very fast pace.
• Excellent communication skills, both written and verbal, with the ability to effectively and efficiently communicate with all levels of executive, management, staff, and talent.
• Strong note taking skills are a necessity.
• Excellent organizational and follow through skills a must.
• Ability to work independently and take ownership of special projects.
• Demonstrated ability to partner with others and build relationships; team player.
• Ability to write professional correspondence is a plus.
• Standard level of technical competence on Mac and a thorough understanding of all software involved; Word, PowerPoint, Excel, Outlook & Zoom.
• Quick learner who can master asset sharing platforms such as PIX, Box & Scenechronize.
This position will be located on campus and will not be remote.