Physical Production Administrative Assistant

This is a Full Time Job

The Administrative Assistant, Physical Production will manage the day-to-day administrative functions for the EVP, Physical Production, and should be prepared to interface with a variety of creative clients and high-level executives.
• Assist with all office duties (telephones, schedules, calendar, files, correspondence, travel, expense, reports, etc.) for EVP of Physical Production
• Assist in research on potential above the line crew hire availability and scheduling
• Conduct research for special projects during pre-production (locations, crew availability, logistics, liaison with film commissions, etc.)
• Handle operational setup tasks such as securing office space, ordering equipment/furniture/supplies, arranging phone access, coordinating security and parking access, and arranging travel for producers, directors, and crew
• Create welcome packet, preliminary crew list, and studio contact lists for individual production offices during preparation
• Serve as liaison between production office and studio with respect to policy and procedure compliance and verify systems are in place
• Schedule meetings (production, finance, transportation, asset, clearances, computer support, labor relations, product placement, safety, insurance, etc.) between filmmakers and studio department heads specific to each project
• Supervise wrap of production office and coordinate delivery of production files to studio; follow up on resolution of issues outstanding at wrap
• Review deal memos for accuracy prior to executive approval. Verify crew employment eligibility through industry experience roster database; follow up on compliance issues through labor relations department and contract services administration

Qualifications
• Two plus of current freelance production coordinator or assistant coordinator experience, or equivalent time at a talent agency and/or production company
• Proficiency with MS Word, Excel, and Outlook
• Tech-savvy with current cloud applications, including Microsoft 365 and Google Workspace (Sheets, Forms, etc.)
• Familiarity with project-management software such as Scenechronize and Asana

Desired Characteristics
• Thorough understanding of all production paperwork (call sheets, production reports, crew lists, schedules, scripts, etc.); upload production documents into the Scenechronize archiving system
• Strong team player who enjoys working independently as well as collaboratively
• Knowledge of – or willingness to explore – new resources to improve efficiency
• Excellent verbal and written communication skills
• Highly organized with strong attention to detail
• Ability to multitask and prioritize work assignments
• Ability to work with and maintain confidential information
• Demonstrates initiative, strong interpersonal skills, and the ability to work well under pressure
• Curiosity and desire to learn, with an interest in career advancement

Additional Requirements:

Hybrid: This position has been designated as hybrid, which currently requires contributing from the office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.