Administrative Assistant, Physical Production - Nordics

Job Description

We are seeking an Administrative Assistant to support the Production Management team based out of Stockholm. This position would manage a very busy department, supporting an executive and the team by handling a heavy volume of emails, organizing calendars and meetings with external partners, creating and maintaining shared documents/presentations, maintaining vendor/crew relations and providing overall support.

The Role

A successful candidate will be passionate, self-motivated, proactive, quick-thinking, flexible, able to pivot when necessary, thorough, resourceful, and able to juggle multiple and diverse responsibilities with a strong emphasis on organization and an unwavering attention to detail at all times. This is a demanding and fast moving position that requires someone who is a proactive and positive thinker, and able to exercise good judgment and communication. The role will be focused on supporting a team that oversees shows that are produced throughout the Nordics with local talent and producers.

Specific responsibilities include, but are not limited to:
• Assist Production team with assessing production paperwork and data and managing project meeting calendars
• Maintain, update, and champion the use of our internal systems to track and manage show asset and paperwork delivery to Netflix.
• Processing expense reports in a timely manner.
• Foster clear and concise communication among all necessary parties.
• Gathering, tracking, and entering various production related data among multiple platforms.
• Working collaboratively with admins within the larger production management team and across different internal teams.
• Update Production Management ''best practices'' and refine production guidelines, training others to use Netflix tools and understand our workflow.
• Serve as a bridge between productions and internal Netflix teams to ensure both sides receive pertinent updates in a timely manner.
• Any other duties as necessary to support the productions and the department.

Qualifications:
• At least 3 years as a Coordinator or Assistant supporting a Head of Production, Line Producer (or similar).
• Extensive previous experience working in production on set or in the production office.
• Ability to handle a very active team supporting numerous simultaneous productions.
• Flexibility to respond after hours for important, timely or urgent matters.
• Collaborative team-player who operates in a fast paced team-oriented setting.
• Strong written and verbal communication skills and the ability to multitask a high volume of tasks.
• Absolute proficiency in the Google Suite of apps (Drive, Docs, Sheets, Slides, GMail, Forms and Calendar), as well as, being overall tech savvy. Knowledge of Movie Magic Budgeting software is a plus.
• Proficiency in multiple languages, an advantage.
• Ability to be discreet and handle confidential information.
• Understanding of how to prioritize and respond accordingly.
• Willingness to continue learning to ensure understanding of current production process and equipment.
• Willingness to take educated risks and think out of the box.

Jobcode: Reference SBJ-rj291e-3-133-156-156-42 in your application.