Executive Assistant

This is a Full Time Job

ONE-YEAR EXPERIENCE REQUIRED in the film and/or television industry.

This position is based in New York City. Local candidates or those who can independently relocate are eligible to apply.

We seek a highly organized and proactive Assistant to support a Senior Executive/Film Producer. This role spans professional and personal responsibilities, including traditional executive assistant tasks, personal assistance, complex travel arrangements, and supporting ventures across multiple industries. The ideal candidate will exhibit exceptional discretion, strong organizational skills, and a deep passion for the film, television, and publishing industries. The candidate will also have a basic understanding of industry production and development practices.
Please note: This position may require travel on business trips or to film/TV sets.

Duties
* Provide administrative and personal support, managing professional and personal schedules, appointments, and travel arrangements.
* Provide company-wide coordination, overseeing incoming and outgoing submissions.
* Schedule and coordinate company-wide meetings, ensuring alignment with other executives' calendars.
* Act as a central point of contact for internal teams, external stakeholders, and industry professionals across film, TV, publishing, and entrepreneurial ventures.
* Oversee complex travel logistics, including flights, accommodations, itineraries, and last-minute adjustments.
* Take confidential notes during meetings, ensuring accurate documentation of decisions and action items.
* Communicate and coordinate with talent agents, managers, and publicists.
* Review a high volume of scripts, books, short stories, and other materials, providing detailed notes and assisting in preparing weekend reading materials for the company staff.
* Manage documents, production schedules, and scripts.
* Track timelines, deadlines, and deliverables across projects and industries to align with executive goals.
* Professionally manage communications with executives, creative teams, and stakeholders while maintaining confidentiality.
* Create presentations and reports.
* Run professional and personal errands for the Senior Executive as needed.
* As needed, support personal and family-related responsibilities, including scheduling appointments, managing contacts and vendors, and handling gifting projects.
* As needed, coordinate and support executives additional entrepreneurial endeavors, coordinating executives' dealings with contacts in other industries.
* Assist in managing the company's social media accounts, ensuring alignment with its brand and industry standards.
* Coordinate with industry vendors for services such as post-production houses, sound stages, and equipment rentals.
* Maintain an organized archive of past projects, scripts, contracts, and other key documents for easy reference.
* Collaborate with other executives to ensure timely submission and reconciliation of expenses.
* This position may require travel on business trips or to film/TV sets.
* Additional industry standard duties will be required as reasonably requested.

Qualifications
* Proven experience in the film, entertainment, or publishing industries, with a strong understanding of the industry's operations and key players and companies. Avid reader of trades.
* Basic understanding of film/TV production budgets and schedules, including experience with industry-standard software (e.g., Movie Magic, EP Scheduling & Budgeting).
* Strong knowledge of film, TV, and publishing industry trends, key players, and major companies.
* A creative mindset and ability to provide constructive input on creative projects, scripts, and pitches.
* Proficiency in Microsoft Office Suite of software, Airtable, Canva, Adobe Suite, Final Draft, and any other industry-standard software.
* Familiarity with editing software (e.g., Adobe Premiere, Final Cut Pro) is a plus.
* Experience with QuickBooks.
* Exceptional organizational skills, with the ability to manage competing priorities and tasks.
* Familiarity with film/TV development practices.
* Familiarity with on-set protocols and workflows, including working with union and non-union productions.
* Ability to navigate the entertainment industry, build relationships with key stakeholders, and represent the company professionally in various settings.
* Superior discretion and professionalism in handling sensitive and confidential information.
* Strong proofreading skills with attention to detail.
* Outstanding written and verbal communication skills.
* Flexibility and adaptability to support a dynamic executive involved in multiple industries.

If you are an experienced professional who thrives in a fast-paced environment, is passionate about the film and TV industries, and has foundational knowledge of production workflows, we encourage you to apply. This role offers high room for growth, making it an ideal opportunity for someone eager to expand their career in the entertainment industry. Candidates selected for interviews may be asked to participate in a short written exercise or discussion to provide feedback on sample materials, such as screenplays, books, or short stories, to demonstrate their understanding of storytelling and critical analysis. Applicants without the required experience or enthusiasm for this role will not be considered.