The Administrative Assistant, Physical Production will manage the day-to-day administrative functions for the VP Physical Production, as well as be prepared to interface with a variety of creative clients and high level executives.

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

Basic Qualifications:
- Minimum of 2 years current freelance production coordinator or assistant coordinator experience
- Proficiency with MS Word, Excel, Outlook, Windows version 7 & 10.
- Tech savvy on current Cloud apps: Microsoft 0365 and Google applications (i.e. sheets, forms, etc),
- Familiarity with project management software like Scenechronize and Asana.

Desired Characteristics:
- Thorough understanding of all production paperwork (call sheets, production reports, crew lists, schedules, scripts, etc.). Upload production documents onto - - Scenechronize 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