RESPONSIBILITIES:

  • Coordinate logistics with Feature Production, Post, Disney, Pixar, external vendors
  • Keep track of timing with crew and talent PDX/interviews, order catering, coordinate covid testing with Post and Disney
  • Process grooming invoices, set up new vendors with Finance Lead
  • Coordinate logistics for Covid testing and external crew, process on-site approval WR’s, Facilities, Security and Catering Requests (contractor badges as needed)
  • Coordinate schedules, approval of locations, pre-production, production and post production tasks
  • Point of contact for Blu-ray distribution. Coordinate ordering website for every title release, contact Disney for SKU numbers, fill out purchase order form, coordinate distribution either via Google spreadsheet or QR code
  • Administrative experience supporting a dynamic, demanding and fast paced office environment
  • Proactively manage Director and team calendars, exercise judgment and prioritize schedules and tasks accordingly
  • Provide support to department and maintain collaborative relationships with all levels in the studio
  • Work with finance lead on department budgets, processing invoices, Amex and expense reports
  • Maintain department wiki, update crew databases using Google Workspace
  • Anticipate future needs and effectively meet deadlines through multi-tasking, prioritizing and delegating
  • Coordinate logistics for on and off-site meetings, social events and team building
  • Coordinate working meals and catering requests both internally and with external vendors, replenish snacks and drinks for production teams
  • Coordinate schedule requests with executive team, ancillary production and corporate departments as needed
  • Help assemble major events including screenings and presentations (for Disney+ or Home Ent)
  • Coordinate all travel arrangements for department with extensive itinerary details
  • Purchase and deliver vendor gifts as needed
  • New hire onboarding, set up office (Facilities, Phone, etc.), contact list, welcome gift, decorate new office or cube, send holiday digital e-cards to vendors
  • Update contact sheet, billing codes, team aliases and publish to department
  • On call and flexible with working evenings and weekends as needed

QUALIFICATIONS:

  • Bachelor’s degree or relevant work experience
  • 3+ years of administrative experience supporting a dynamic and demanding office environment required, film industry experience preferred
  • Ability to make others comfortable and at ease
  • Maintains composure in high pressure situations and effectively “reads the room”
  • Strong organizational skills and attention to detail
  • High levels of customer service, professionalism, punctuality and reliability
  • Consistent and regular follow through on all requests
  • Superior interpersonal skills and baseline emotional intelligence in both written and verbal communication
  • Initiative to learn new skills, studio procedures, and pipeline through self and studio education
  • Proficient in Microsoft Office, Powerpoint, Wiki, Keynote, Filemaker Pro, email and calendaring programs, and a quick learner of new applications; familiar with both Mac and PC

Job ID R-03125

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