Production Administration Coordinator

This is a Full Time Job

Position Summary

The Coordinator to the President of Production Administration provides high-level executive and production support. The role oversees executive communications, scheduling, travel, and production information flow across multiple feature films. Success in this position requires production knowledge, discretion, anticipation, sound judgment, and the ability to stay calm and organized in a fast-paced studio environment.

Responsibilities:
• Manage high-volume phone activity, including screening and rolling calls, monitoring messages, maintaining call logs, and prioritizing callbacks.
• Maintain the President's complex calendar, coordinate meetings and travel, and align executive scheduling with shifting production priorities.
• Support multiple feature films across various stages of production, often spanning separate time zones and overlapping deadlines.
• Serve as a central point of coordination between the President, productions, and internal or external stakeholders to ensure timely communication and follow-through.
• Track, organize, and distribute scripts, budgets, schedules, one-liners, day-out-of-days, call sheets, production reports, and related materials.
• Monitor production reporting and help ensure adherence to studio policies, procedures, and reporting expectations, escalating issues when appropriate.
• Research key crew, talent, filming locations, and tax incentive opportunities to support project planning and executive decision-making.
• Maintain production-related databases and platforms and prepare script breakdowns and scheduling materials in support of budgeting and production planning.

Required Qualifications
• 2+ years of relevant experience in feature film production, production administration, or executive support within a studio environment.
• Bachelor's degree required.
• Understanding of feature film production workflows and studio production administration.
• Ability to exercise discretion and handle confidential information with professionalism.
• Strong organizational skills with the ability to manage, and anticipate, multiple priorities simultaneously.
• Ability to remain calm, responsive, and accurate under pressure in a deadline-driven environment.
• Strong written and verbal communication skills, sound judgment, and follow-through.
• Experience coordinating complex executive scheduling and travel arrangements.

Preferred Qualifications
• Experience supporting a senior studio or production executive or in a production office.
• Proficiency with FileMaker, Microsoft Excel, Microsoft Word, Apple Calendar/iCal, Movie Magic Scheduling, Movie Magic Budgeting, and Scenechronize.
• Proficiency in ChatGPT and similar models