New York Production company is seeking a full-time Office Coordinator/Executive Assistant to manage their New York office. Candidates should have an excellent phone and in-person manner, be extremely organized, discreet, polite, and professional. The ideal candidate is detail oriented, comfortable communicating and multitasking and is able to think on their feet.
Although it supports production, this role has multiple functions. It would be a long-term position.
Responsibilities include, but are not limited to:
Travel booking and creating itineraries.
Keeping the inventory of office supplies and ordering new when necessary.
Receiving all incoming mail and packages.
Tracking incoming and outgoing shipments. Maintaining a shipping log.
Reconciling petty cash, expense reports and credit card statements.
Generating purchase orders in the Showbiz budget.
Tracking costs related to the office and production jobs.
Distributing new hire packets to new employees and giving basic information/orientation of office.
Booking conference rooms and scheduling conference calls.
Assisting with production jobs: crew booking, call sheets, crew meals, equipment rentals, timecards, etc...
Assisting Executive Producers as needed.
Experience and Skills:
3+ years of experience as an executive assistant, office manager or office coordinator.
Proficient in Microsoft Office, Dropbox, Google Docs.
Hot budget and Showbiz experience is a plus.
Experience in booking domestic and international travel.
Production experience is a plus.