Creative Executive Administrative Assistant

This is a Full Time Job

We are looking for an experienced Creative Executive Administrative Assistant to join our Brooklyn-based production company team.

The Creative Executive Administrative Assistant will be a leader on our Administrative team, providing support to an award-winning Director and Executive team. This person will hold a key role in the management of executive calendars and contacts, at the highest level across a diverse cross-section of work.

The successful candidate has a minimum of 3-5 years of experience supporting a high-profile creative executive within a high-volume operation. They have a proven track record of adaptability, extreme organization, and ownership of assigned tasks solidifying their role as an integral part of the production team. Experience with film festival distribution, pitch writing, and grant applications is a big plus. A proactive, problem-solving attitude and ability to anticipate ongoing executive needs without reminders are essential.

Location: Hybrid (Primarily remote with on-site office, meeting and event attendance as needed)

Key Role Responsibilities:

• Manage Executive Creative Director and Executive team daily meeting schedules and long-term production calendars.
• Scheduling zooms and hosting video calls with an ability to successfully multi-task (i.e. simultaneously monitor email inboxes and urgent communications along with note-taking and call summaries, etc.)
• Learn and maintain rolodex of clients and VIPs in database and develop an ongoing understanding and knowledge of all contacts.
• Communicate with high-profile talent, executive clients and VIPs as an extension of the company and in a timely manner.
• Oversee social media accounts with ability to create and write on-brand social media posts.
• Attend industry and company events alongside Executive team to professionally network, and represent our projects, clients and company.
• Research, book, and manage all executive business travel and accommodation needs; creating itineraries, travel schedules and meeting agendas with little oversight.
• Receipt and expense tracking on behalf of executives.
• Self-manage ongoing organized to-do list of immediate tasks, repeated responsibilities and long-term assigned projects.

Ideal candidate will:

• Bring an experience and ownership to the position as an integral member of a production team.
• Observe, learn and anticipate support needs and habits of executive leadership team with a proactive and helpful attitude.
• Maintain an impeccable calendar through quick scheduling, prioritization, and self-management in a largely remote workplace.
• Have exceptional problem solving skills and ability to multi-task in a high-volume production operation.
• Be knowledgeable of and involved in the company rolodex with an interest in networking.
• Be adaptable, perceptive, and willing to jump in where needed on a small and successful team.

Experience and Skills Requirements:

• Minimum 3 - 5 years of experience supporting a high-profile creative executive within a high-volume operation.
• Meeting scheduling, calendar management and organization ownership with little ongoing oversight.
• Superior time-management with an ability to handle multiple time-sensitive requests quickly and efficiently in order of priority.
• In depth knowledge and understanding of the independent film industry with strong networking interest and skills.
• Professional and friendly approach in all written and spoken communications.