Executive Assistant/ APC

2 months ago

Pasadena, United States Interloper Films Full time

We are seeking a motivated full-time Executive Assistant/ Assistant Production Coordinator to provide administrative and coordinate high-end support to Interloper Films and its founder Ondi Timoner.


The ideal candidate will have a minimum of 2 years experience in the entertainment industry or as a personal assistant in the industry or and an interest in unscripted/scripted development to eventually become a producer - with a desire to learn all aspects of production, and post-production. Interest in documentaries highly preferred.


This role will support the central nervous system of the company, and will require wearing many hats from personal assistant to production coordinator throughout the day in unscripted/scripted development. We're looking for someone extremely organized, detail-oriented, familiar with quickbooks and ideally able to use the photoshop/Adobe suite - someone who can thrives in a fast-paced environment. This job requires a lot of correspondence with people, so it is important to have good communication skills. You'll have a direct interface with the Director and Producer of the films. This is a no task too big, no task too small position environment. The role could expand to include helping with other projects and internal office needs.


Candidates should be versed in budgets, tracking expenses for the bookkeeper, managing a team, detail-oriented, driven to problem solve, and work independently. The position offers a unique opportunity to work closely with a critically-acclaimed writer/director/producer/editor in a driven environment. Someone who loves multi-tasking and thrives on organizing at a fast pace will excel in this position.


Essential Responsibilities:

- Assisting in managing receipts/credit card statements, invoices, and supporting final project deliverables.

- Track all expenses and create expense reports, manage receipts & credit card statements and regularly communicate with the accounting team, production team, and personal correspondences

- Provide coordination support for shoots and managing post production teams, for projects across all disciplines within the company

- Assist with making creative documents, such as development decks, grants and presentations.

- Manage calendars, schedules and conference calls

- Organize meetings and appointments

- Create call sheets, source crew/equipment, and other things necessary to keep shoots on track

- Coordinate all domestic and international travel

- Handle other miscellaneous duties, special events and projects assigned


Skills / Requirements:

- A clear sense of time management and ability to complete tasks accurately and efficiently; highly organized

- Ability to be proactive, resourceful, flexible and exhibit confidence under pressure

- Possess excellent follow through skills

- Excellent computer and technology skills

- Mac & Windows: iCloud, iPhone, AppleTV, Macbook Pro, Ipad, Microsoft Word, Excel

- Savviness in all forms of social media a plus

- Ability to simultaneously handle individual tasks while maintaining perspective on the bigger picture

- Team player with positive/easy-going manner to handle varied personalities, responsibilities and assignments

- Excellent communication skills - both verbal and written

- Previous experience as an executive secretary, administrative assistant, or in other related fields

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