Production / Executive Assistant

This is a Full Time Job

The Rockefeller Company of New York is a multi-faceted entertainment company that specializes in high quality family entertainment for the stage, screen, and immersive events for domestic and international markets.

Our productions include beloved characters from iconic properties such as Sesame Street the Musical, Disney's Winnie the Pooh: The New Musical Stage Adaptation, The Very Hungry Caterpillar, Paddington Bear, Pixar Putt, along with several other major titles in development.

This is a nimble, fast-moving efficient company filled with highly-skilled team players. The position requires an unflappable personability and a proclivity for organization while working with and alongside the CEO. Agility, self-motivation, and high level of accuracy, accountability and personal ownership over projects is essential to thrive in our fast-paced and exciting company. We are looking for innovators and smart-thinkers who apply their genuine talent passionately to each production.

We are looking for a detail-oriented Production Assistant / Executive Assistant to maximize the day-to-day productivity of our Project Managers, Producers and CEO. You must be charismatic, resourceful, creative, empathetic, a stellar organizer, reliable, trustworthy and discreet.

The right person for the job shall be capable of wearing many hats and provide support to the principal in both personal and professional levels. Must have a 'can do' attitude and be a competent multi-tasker possessing a drive to handle all projects with tact and precision, no matter how large or small.

Agency experience, live events experience, and/or entertainment industry experience (i.e., film and television.) will be useful in understanding terminologies, but not essential.

Responsibilities (include, but not limited to):

Helping to manage, maintain and organize schedules and correspondence for the Rockefeller Team Leaders

- Support all aspects of Team Leader daily routine. Assist in the prioritization of tasks and daily projects
- Maintain the executive calendar, including scheduling meetings, appointments, engagements, and travel (including local, domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the Leadership Team.
- Compose and prepare letters relating to routine correspondence for signature.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussion; prepare the minutes and summaries.
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports and agenda materials.
- Other additional and alternative duties as assigned from time to time, including supporting other departments as needed.
- Organize and prepare for meetings, including gathering documents and attending to logistics of meetings including minute taking and follow ups
- Inbox management: prioritizing emails, and writing and editing emails
- Create and process expense reports and keep within project budgets
- Correspond and communicate (telephone, texting and email written communication skills must be exceptional.)
- Handle printing, mail/overnight packages, copying, filing and email/messages.
- Collating internal data and reports from other Rockefeller Team Members
- Coordination of travel arrangements, logistics and meals

On a daily basis you will interface with:

- All Company Principals
- All Company Management and Project Directors
- High Level Industry Contacts
- Company staff, stage managers
- Advertising and PR Agencies
- Coordinating deliveries and shipping
- Placing orders, ad hoc research projects

This position will be brought on not only as an assistant to Rockefeller Team Leaders but will quickly be given smaller projects to lead themselves. This position is one that elevates quickly with potential of becoming Project Management and/or an Associate Producer.

Qualifications:

- Previous experience supporting high profile individuals
- Demonstrate a high degree of integrity, loyalty and security measures regarding all confidential matters
- Must be extremely detailed orientated
- Highly organized
- Excellent written and oral communication skills
- Proficient in Apple/Mac, PC (MS Office Programs: Word, Excel, Powerpoint, etc.) calendaring
- Proficient in Dropbox, Zoom, and organizational programs such as Mondays
- Ability to work under pressure

Requirements:

Candidate must be flexible with their schedule and be comfortable handling last minute requests. Depending on the day, they may need to work 8-12 hours a day and frequent weekends during busy times such as rehearsal periods and while on travel duty. Hard work and dedication pays off quickly.

Due to the nature of this position, it is necessary for candidates to work full time from the office or on-site at various production/event locations as required.

Must be fully vaccinated and hold a valid passport and be willing to travel domestically and internationally - sometimes for week/month-long stints when required.