Executive Assistant to Head of Production

General Summary
The Executive Assistant to the Head of Production is responsible for providing administrative support to the Head of Production for all film production needs, serving as the first point of contact for both internal and external stakeholders.  

Job Functions 

• Manage and organize the Head of Production's calendar, ensuring timely reminders, proactive rescheduling as needed, and follow-ups on important tasks and deadlines. 
• Assist in coordinating and scheduling meetings, appointments, and travel arrangements. 
• Act as a liaison between the Head of Production and various Production and Business Operations departments, facilitating ongoing communication. 
• Support the Head of Production’s initiatives from development through post-production by conducting research, gathering resources, and preparing materials for pitches, meetings, and presentations. 
• Organize and maintain production documents and coordinate contracts and legal paperwork with the Business & Legal Affairs Department. 
• Answer, screen, and connect phone calls, and maintain and update contact lists. 
• Assist Head of Production with all aspects of film-related office administration including expense reports, shipments, and purchases. 
• Compile, proofread, and submit weekly reports to the Head of Production from Heads of Departments and Production Managers. 
• Support the Head of Production and Production Management department as needed with special projects and events relating to the film. 
• Perform other duties as assigned such as creating charts/reports, photocopying, distributing materials, ordering supplies, creating and/or completing office forms, greeting visitors, creating/maintaining spreadsheets, or databases, etc. 

Qualifications 

• 4+ years’ high level assistant experience, preferably supporting C-Suite personnel level (entertainment industry experience, a plus). 
• Previous experience in animation or live action feature film preferred. 
• Knowledge of project management software (ShotGrid, FastTrack, MS Project, Microsoft Suite). 
• Progressive experience with complex scheduling in a deadline driven environment.
• Ability to use discretion, sound judgment, and maintain confidentiality.
• Strong written and verbal communication skills.
• Creative, flexible, and an innovative collaborator.
• Calm and personable under pressure and when working toward tight deadlines within a production driven environment.
• Clear planning, problem solving, and analytic skills.
• Organized and methodical approach to work. 

Location
On-site in Hillsboro, OR

Salary
Salary is commensurate with skills and experience.

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Please review our EMPLOYMENT DISCLAIMER and MATERIALS SUBMISSION AGREEMENT.