Job Description
RESPONSIBILITIES:
• Coordinate logistics with Feature Production, Post, Disney, Pixar, external vendors
• Keep track of timing with crew and talent PDX/interviews, order catering, coordinate covid testing with Post and Disney
• Process grooming invoices, set up new vendors with Finance Lead
• Coordinate logistics for Covid testing and external crew, process on-site approval WR's, Facilities, Security and Catering Requests (contractor badges as needed)
• Coordinate schedules, approval of locations, pre-production, production and post production tasks
• Point of contact for Blu-ray distribution. Coordinate ordering website for every title release, contact Disney for SKU numbers, fill out purchase order form, coordinate distribution either via Google spreadsheet or QR code
• Administrative experience supporting a dynamic, demanding and fast paced office environment
• Proactively manage Director and team calendars, exercise judgment and prioritize schedules and tasks accordingly
• Provide support to department and maintain collaborative relationships with all levels in the studio
• Work with finance lead on department budgets, processing invoices, Amex and expense reports
• Maintain department wiki, update crew databases using Google Workspace
• Anticipate future needs and effectively meet deadlines through multi-tasking, prioritizing and delegating
• Coordinate logistics for on and off-site meetings, social events and team building
• Coordinate working meals and catering requests both internally and with external vendors, replenish snacks and drinks for production teams
• Coordinate schedule requests with executive team, ancillary production and corporate departments as needed
• Help assemble major events including screenings and presentations (for Disney+ or Home Ent)
• Coordinate all travel arrangements for department with extensive itinerary details
• Purchase and deliver vendor gifts as needed
• New hire onboarding, set up office (Facilities, Phone, etc.), contact list, welcome gift, decorate new office or cube, send holiday digital e-cards to vendors
• Update contact sheet, billing codes, team aliases and publish to department
• On call and flexible with working evenings and weekends as needed
QUALIFICATIONS:
• Bachelor's degree or relevant work experience
• 3+ years of administrative experience supporting a dynamic and demanding office environment required, film industry experience preferred
• Ability to make others comfortable and at ease
• Maintains composure in high pressure situations and effectively ''reads the room''
• Strong organizational skills and attention to detail
• High levels of customer service, professionalism, punctuality and reliability
• Consistent and regular follow through on all requests
• Superior interpersonal skills and baseline emotional intelligence in both written and verbal communication
• Initiative to learn new skills, studio procedures, and pipeline through self and studio education
• Proficient in Microsoft Office, Powerpoint, Wiki, Keynote, Filemaker Pro, email and calendaring programs, and a quick learner of new applications; familiar with both Mac and PC
Jobcode: Reference SBJ-g3y9v4-3-141-47-221-42 in your application.