Executive Assistant to Head of Production

This is a Full Time Job

Small production company is seeking a full-time Executive Assistant or Coordinator for our Head of Production and Creative. The ideal candidate will be a self-starter with the ability to work under tight deadlines in a fast-paced environment. Candidate needs to be confidential, professional, and assertive in supporting this busy executive. First priority is to be a gatekeeper for the Executive's calendar and have the discretion to flag urgent items, reschedule based on department priorities and executive's input. This position will also support other executives in the department with ad-hoc and ongoing requests.

Primary duties will be managing calls, scheduling internal and external meetings, travel arrangements, expense reports, filing, and maintaining digital assets on internal drive.

Job Duties:
• Takes care of all needs big and small for this top-level executive from errands to important internal special projects
• Serve as the liaison between executive and all internal and external parties (studio executives, talent, agents, internal parties).
• Manage and gate-keep Executive's calendar so nothing gets scheduled without going through the process
• Reviews calendar regularly with Executive to stay on track and agree on things needing to be rescheduled
• Manage incoming phone calls. Maintain return call list. Roll calls.
• Provide executive support, including maintenance of contact list, answering phones, coordinating calendar, meetings, and conference calls.
• Handle department administration for development projects, including organizing material/talent, information packets, presentation boards and decks and communication with internal parties on pitches
• Track department projects and communicate their status with all appropriate parties
• Project manage external pitch meetings, from scheduling, deck creation internal team prep to logistics.
• Process expense reports for travel and related departmental costs
• Conducts scheduling for production department team members
• Has experience overseeing junior staff or interns (recruiting, supervising duties/coverage)
• Is a positive, professional solution-oriented face of the production department who represents executive and department well
• Greets and direct guests
• Set up/order lunches
• Other duties as assigned

Qualifications
• 3-5 years of experience in an executive assistant position supporting a senior executive/department head in the entertainment industry (Film, TV, etc.) is required
• Candidates with Agency experience (CAA, UTA, etc.) will be given first priority
• Common sense and strong judgement are a must. Candidate should have experience managing and anticipating the needs of a busy executive, and understand how and when to flag/escalate issues.
• Effective and tactful communication with all levels within and outside the organization required
• Ability to use discretion in dealing with high-profile clientele, talent, press, and maintain confidentiality.
• Innate ability to be cordial and professional with clients, guests, and other employees
• Must be proactive and self-starting. Attention to detail and the ability to multi-task is essential
• Candidates with multicultural backgrounds are encouraged to apply.

Equal Opportunity Employer
We are an equal opportunity employer and value diversity. All employment is decided on the basis of qualifications, merit and business need.