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Executive Assistant/Assistant Production Coordinator

4 weeks ago

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

We are seeking a highly motivated and organized Executive Assistant/Assistant Production Coordinator to provide exceptional administrative support to Interloper Films and its founder Ondi Timoner.

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

This role will require wearing many hats, from personal assistant to production coordinator, and will involve supporting the central nervous system of the company. The successful candidate will be extremely organized, detail-oriented, and familiar with QuickBooks and Adobe Creative Suite.

The ideal candidate will have excellent communication skills, both verbal and written, and be able to thrive in a fast-paced environment. They will have a direct interface with the Director and Producer of the films and will be responsible for coordinating all domestic and international travel.

The position offers a unique opportunity to work closely with a critically-acclaimed writer/director/producer/editor in a driven environment. The successful candidate will be a team player with a positive and easy-going manner, able to handle varied personalities, responsibilities, and assignments.

Key Responsibilities:

  • Assisting in managing receipts, credit card statements, invoices, and supporting final project deliverables
  • Tracking all expenses and creating expense reports, managing receipts & credit card statements, and regularly communicating with the accounting team, production team, and personal correspondences
  • Providing coordination support for shoots and managing post-production teams, for projects across all disciplines within the company
  • Assisting with making creative documents, such as development decks, grants, and presentations
  • Managing calendars, schedules, and conference calls
  • Organizing meetings and appointments
  • Creating call sheets, sourcing crew/equipment, and other things necessary to keep shoots on track
  • Coordinating all domestic and international travel
  • Handling other miscellaneous duties, special events, and projects assigned

Requirements:

  • A clear sense of time management and ability to complete tasks accurately and efficiently
  • Highly organized and able to prioritize tasks effectively
  • Ability to be proactive, resourceful, flexible, and exhibit confidence under pressure
  • Possess excellent follow-through skills
  • Excellent computer and technology skills, including Mac and 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 a positive and 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