The Executive Assistant will provide administrative support to the President of Physical Production for the Universal Picture Group, who oversees all aspects of Film Physical Production from inception through delivery.

• Assist in general administrative tasks (Phones, Maintain Calendar for extremely busy office; Maintain Outlook Contacts; Order office supplies and expense allocation for multiple departments).
• Creates and maintains reports, spreadsheets, and other necessary documents in response to and in anticipation of department’s needs.
• Coordinate travel to the domestic and international productions for executive.
• Prepares key crew database and tracks availability with agencies.
• Prepares, reviews, submits and tracks expense reports for reimbursements.
• Tracks and processes departmental expenses.
• Schedules and coordinates weekly department meetings; project meetings and/or conference calls with internal and external filmmakers, clients & vendors.
• Act as direct liaison between production offices and the Studio with respect to policy and procedure compliance and verify all procedures are in place on projects.
• Verify crew employment eligibility through industry experience roster database; follow up on compliance issues through labor relations department and contract services administration.
• Review all crew deal memos for accuracy prior to Executive approval.
• Distribute all correspondence for multiple productions through Scenechronize.
• Manage Box access for crew.
• Process Improvement – Actively participate in meetings that support new technology to support filmmaking process. (Electronic Start Packets, Scenechronize updates, etc.).
  

Qualifications

• Minimum 5 years’ experience assisting executive level desk; freelance production coordinator or assistant coordinator experience, or other relevant experience.
• Candidate must be highly proficient in Microsoft Office 365 (Outlook, Windows, Excel, Powerpoint).