Executive Assistant/Assistant Production Coordinator

13 hours ago

Pasadena, California, United States Interloper Films Full time
Job Title: Executive Assistant/Assistant Production Coordinator

We are seeking a highly organized and detail-oriented Executive Assistant/Assistant Production Coordinator to provide administrative 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, with a strong interest in unscripted/scripted development and a desire to learn all aspects of production and post-production.

This role will support the central nervous system of the company, requiring the ability to wear many hats from personal assistant to production coordinator throughout the day. The successful candidate will be extremely organized, familiar with QuickBooks, and able to use the Adobe suite, with excellent communication skills and the ability to thrive in a fast-paced environment.

Key Responsibilities:

  • Assist 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.

Requirements:

  • A clear sense of time management and ability to complete tasks accurately and efficiently.
  • Ability to be proactive, resourceful, flexible, and exhibit confidence under pressure.
  • Possess excellent follow-through skills.
  • Excellent computer and technology skills.
  • 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 a 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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