What We Are Looking For
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Film & Television department. This individual will provide high-level administrative support to multiple leaders, playing a critical role in ensuring seamless day-to-day operations across the team. The Department Executive Assistant will manage complex calendars, coordinate meetings, streamline communication, and serve as a key liaison between department leadership and internal and external stakeholders. This role requires excellent judgment, discretion in handling confidential matters, and the ability to thrive in a fast-paced, dynamic environment.
Essential Functions
- Provide high-level administrative support to multiple Film & Television department executives, effectively managing competing priorities and ensuring seamless day-to-day operations.
- Manage complex calendars, including scheduling meetings, coordinating appointments, and resolving scheduling conflicts across multiple executives.
- Screen, prioritize, and respond to incoming communications (emails, calls, and materials), ensuring timely follow-up and streamlined workflow.
- Coordinate travel arrangements and itineraries for the Executives, including festivals, and on-location production visits.
- Prepare meeting agendas, talking points, and presentation materials for pitches, creative reviews, and executive updates.
- Track script submissions, coverage, and development pipelines, maintaining organized databases and status reports.
- Liaise with internal departments (creative, production, business affairs, marketing) and external partners (agents, managers, writers, producers) to facilitate communication and collaboration.
- Assist with budget tracking, expense reporting, and invoice processing to ensure financial accuracy.
- Handle highly confidential information with discretion and sound judgment.
- Provide general administrative support and special project coordination as needed.
- Perform other duties as assigned by the Executives.
Qualifications
Essential Skills
- 3+ years of experience as an Executive Assistant, ideally within a studio, network, production company, or talent agency.
- Strong understanding of the scripted entertainment landscape, including familiarity with creative development and production processes.
- Excellent written and verbal communication skills, with the ability to draft professional correspondence and summarize key information.
- Exceptional organizational and time-management skills with the ability to multitask and prioritize in a fast-paced environment.
- Proficiency with Microsoft Office Suite, Google Workspace, and industry-specific tracking tools (e.g., Studio System, Airtable) is a plus.
- Proven ability to maintain confidentiality and exercise discretion with sensitive matters.
- Positive, professional, and collaborative attitude, with the ability to work effectively with talent, executives, and creative partners at all levels.
- Exhibit exceptional organizational, communication, and interpersonal skills to navigate diverse responsibilities.
- Friendly and professional demeanor.
Personal Attributes:
- Discreet and Trustworthy
- Proactive and Resourceful
- Agile Problem solver
- Strong Communicator
- Good business judgment and confidence
Artists Equity provides equal employment opportunities to all employees and applicants. It prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
