Assistant
Pixar
Emeryville, CAThis was removed by the employer on 7/8/2019 2:06:00 PM PST
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Full Time Job
Provide primary and specialized administrative support to the Director and secondary support to the Office of the Producer. Serve as primary point of contact for the department with an emphasis on daily production scheduling.
RESPONSIBILITIES:
• Proactively manage all pertinent calendar(s) with alertness to agendas, deadlines, and potential conflicts
• Partner with production leadership to effectively manage changing schedule priorities and communicate to all involved parties
• Coordinate production schedule requests with executive team, ancillary production and corporate departments as needed
• Negotiate with other productions and departments for studio screening and conference room bookings as needed
• Establish a positive rapport with other assistants, department managers, and studio leadership
• Actively participate in the assistants' community
• Create and support a friendly and professional atmosphere within team, department, and production offices
• Book all travel and create detailed itineraries
• Help assemble major events including screenings and presentations
• Work with individuals outside of the company on a variety of activities which may include scheduling talent for dialogue recording sessions and arranging for necessary production staff and talent travel needs
• Coordinate logistics for on and off-site meetings, social events and morale/team building events
• Manage and reconcile department petty cash, American Express account, expense reports, invoices and receipts, and flag upcoming expenses for budgetary purposes
• Successfully manage the day to day tasks and operations, which may include but are not limited to:
• Phone, email and mail correspondence
• Shipping
• Contacts and electronic paper files
• Working meals and department/crew catering needs
• Office supply needs
• Department manuals, processes, procedural documentation
• Wiki updates
• Organizational chart for department
• Delegating tasks to Production Assistant's and other team members as needed
• Order and maintain swag and prepare gift bags as requested; manage auction and charity requests and maintain file of donated time and items
• Arrange VIP tours and host as needed
• Participate in the hiring process as needed
• May be called upon to assist with special projects, including personal/family matters, on occasion
QUALIFICATIONS:
• Bachelors degree preferred
• Administrative experience supporting a dynamic and demanding office environment required, film industry experience preferred
• Strong organizational skills and attention to detail
• High levels of customer service, professionalism, punctuality and reliability
• Consistent and regular follow through on all requests
• Superior interpersonal skills and baseline emotional intelligence in both written and verbal communication
• Ability to prioritize multiple requests and projects in fast paced deadline driven environment
• Ability to resolve problems on the fly, creatively and resourcefully
• An engaged team player, willing to collaborate and jump in to help
• Strong ability to work within ambiguous environments, adaptable to ever changing circumstances, situations and people
• Initiative to learn new skills, studio procedures, and pipeline through self and studio education