Executive Assistant, Physical Production

Overview

The Executive Assistant, Physical Production provides high-level administrative and coordination support to the Physical Production team. This role is focused on organization, communication flow, and day-to-day logistics across multiple active projects and key physical production executives, ensuring information, materials, and schedules are managed accurately and efficiently.

Key Responsibilities 

• Calendar & Scheduling
  1. Manage internal and external calendars
  2. Schedule meetings, production calls, and check-ins across multiple time zones
  3. Coordinate call logistics, dial-ins, “zooms,” “teams,” and agendas
• Call & Communication Support
  1. Roll phone calls as needed
  2. Help organize and support recurring production calls
  3. Maintain clear communication with production offices and key stakeholders
• Script & Materials Distribution
  1. Circulate scripts, revisions, and production documents
  2. Manage script security, including watermarking and controlled distribution. Track lists and ensure correct versions are shared
• Production Platform Support
  1. Assist in setting up and maintaining production platforms (e.g., Scenechronize, Dropbox)
  2. Help organize digital filing structures and access permissions
• Paperwork & Documentation Tracking
  1. Track production paperwork and flag missing or outstanding documents
  2. Maintain organized records for easy reference by the production team
• Administrative & Reconciliation
  1. Assist with basic tracking and reconciliation tasks for expenses as directed
  2. Help maintain internal logs, lists, and administrative records related to productions
  3. Book corporate and production related travel as needed 
  4. Assist the physical production team with errands, pickups, drop-offs, and other logistical support tasks as required
• Warehouse/Shipping
  1. Support warehouse operations by assisting with shipment receiving, organization, tracking, and physical shelving as requested.
  2. Manage FedEx shipping and receiving tasks

Qualifications / Skills

• Highly organized with strong attention to detail
• Comfortable managing multiple priorities in a fast-paced environment
• Clear, professional written and verbal communication skills
• Discretion and professionalism when handling sensitive materials
• Familiarity with production workflows and platforms is a plus. 
• Proficiency in the following programs: MS Office Suite, Adobe, Movie Magic, Final Draft, Google Sheets, PowerPoint, Scenechronize, Dropbox

Notes on Scope

This role is intended to be administrative and support-focused at the outset, with responsibilities centered on coordination, organization, and communication. Opportunity for growth and expanded responsibilities can develop over time as the individual gains experience within Physical Production.