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Administrative Assistant
Entertainment & Media Industry Company
Universal City, CA, United States
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About Us
Company is one of the world’s leading media and entertainment companies in the development, production, and marketing of entertainment, news, and information to a global audience. Company owns and operates a valuable portfolio of news and entertainment television networks, a premier motion picture company, significant television production operations, a leading television stations group, and world-renowned theme parks. Company’s policy is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law.
Responsibilities
Role Summary:
The Secretary - Physical Production will manage the day-to-day administrative functions, as well as be prepared to interface with a variety of creative clients and high level executives (both internally and externally).
Essential Responsibilities:
Assist with all office duties (telephones, schedules, calendar, files, correspondences, travel, expense, reports, etc.) for VP of Physical Production
Assist in research of potential above the line crew hire availability and scheduling
Research special projects (locations, crew availability, logistics, liaison with film commissions, Etc.) during pre-production
Some of the responsibilities may include finding and setting up offices, ordering equipment/furniture/supplies, procuring of telephone access, arranging for security/parking access, arranging travel for producers, directors, and crew
Create welcome packet, preliminary crew list, and studio contact lists for individual production offices during preparation
Act as liaison between production office and studio with respect to policy and procedure compliance and verify systems are in place
Schedule meetings (production, finance, transportation, asset, clearances, computer support, labor relations, product placement, safety, insurance, etc.) between filmmakers and studio department heads specific to each project
Supervise wrap of production office and coordinate delivery of production files to studio; follow up on resolution of issues outstanding at wrap
Review deal memos for accuracy prior to executive approval. Verify crew employment eligibility through industry experience roster database; follow up on compliance issues through labor relations department and contract services administration
Track production status on a daily basis. Prepare weekly analysis report for VP of Production
Qualifications/Requirements
Basic Qualifications:
Minimum of 2 years current freelance production coordinator or assistant coordinator experience
Proficiency with MS Word, Excel, Outlook
Eligibility Requirements:
Interested candidates must submit a resume/CV online to be considered
Must be willing submit to a background investigation
Must have unrestricted work authorization to work in the United States
Must be covered by Solutions, NBCU’s Alternative Dispute Resolution Program
Desired Characteristics
Thorough understanding of all production paperwork (call sheets, production reports, crew lists, schedules, scripts, etc.). Upload production documents onto PES archiving system
Strong team player that enjoys working independently and as part of a team
Excellent verbal and written communication skills required
Well organized with strict attention to detail
Ability to multi-task and prioritize work assignments
Ability to work with and maintain confidential information
Candidate should display a great deal of initiative, strong interpersonal skills and ability to work well under pressure