Physical Production Assistant

This is a Full Time Job

Reporting to the Senior Vice President, Physical Production, the Assistant provides high-level operational and administrative support to the SVP and the broader department. The Assistant acts as the central hub for a high-volume production slate, requiring a mastery of complex scheduling, studio event logistics, and executive-level presentation materials.

Regular, on-site attendance at the workplace for a minimum of four (4) days per week is an essential function of the position. The selected candidate must be able to reliably meet this requirement.

A SNAPSHOT OF YOUR RESPONSIBILITIES
• Manage complex scheduling for the SVP, overseeing a high-velocity desk that facilitates a heavy volume of weekly internal and external meetings across multiple time zones
• Manage and accurately maintain online organizational systems, a digital filing system, and various spreadsheets to track production data
• Arrange travel itineraries and manage the timely posting/reconciliation of SVP expenses
• Serve as a liaison between executives, internal departments, and external businesses to drive project momentum by facilitating seamless communication between stakeholders and advancing production priorities
• Generate recurring and ad-hoc reports for senior leadership to track production milestones and departmental initiatives
• Update and accurately maintain the master production slate calendar and department's insurance claims tracker by collecting, validating, and consolidating production data from key stakeholders
• Roll calls for the SVP and maintain active call logs to ensure all high-priority callbacks are flagged and addressed
• Onboard vendors, process, and approve payments through Fox's preferred invoicing system, Coupa
• Prepare internal requests for network breakages, pitch decks, NDAs, greenlight packets, and development deals, producer deals per business needs
• Curate meeting materials and draft detailed notes to circulate post-meeting, ensuring all stakeholders are aligned on action items
• Coordinate administrative operations for major studio events (film festivals, premieres, awards)
• Provide other administrative support as needed

WHAT YOU WILL NEED
• 1+ years of experience on set or in a production department/familiarity with production documents (e.g., one-line schedule)
• 1+ years of experience as an administrative assistant at an agency, production company, network, or studio
• Experience supporting multiple executives in a fast-paced environment
• Proficiency in Microsoft Office (Word, Excel, Outlook, et.) and Zoom
• Great attitude with a desire to learn and grow within the Physical Production department.
• Ability to jump in at a moment's notice and remain flexible with an ever-changing and evolving slate
• Strong creative problem-solving skills and the ability to remain calm under pressure
• Demonstrate professionalism, discretion, and good judgment in all interactions with co-workers, customers, vendors, and others
• Self-starter with strong organizational, analytical, and critical thinking skills
• Prioritizes, uses time efficiently, and proactively develops tactical action plans.
• Adapt to changes in the work environment, manage competing demands, and shift priorities.
• Excellent written and verbal communication skills
• Listens effectively, transmits information accurately and effectively

NICE TO HAVE BUT NOT A DEALBREAKER
• Bachelor's degree in a related field
• Knowledge of Final Draft