Executive Assistant/Production Coordinator (Silver Spring, MD)

SUMMARY:
This position works within the Original Programming & Production department to provide administrative support and interface with internal departments for the collection and dissemination of vital information.

RESPONSIBILITIES:

  • Provide general administrative support in a professional, confidential, and organized manner
  • Schedule appointments and maintain SVP’s daily calendar
  • Function as administrative liaison to internal TV One departments and other TV One offices
  • Function as administrative liaison among programming personnel, external production companies, and production personnel
  • Answer phones, screen and route callers, take messages, respond to internal and external inquiries, and provide routine information within the scope of authority
  • Arrange travel itineraries and prepare expense reports
  • Coordinate and prepare meeting materials, presentations, agendas, notes, handouts, etc.
  • Sort, review, and route interoffice/external mail. Distribute correspondence and other material to TV One staff, as appropriate
  • Design and maintain complete filing system by organizing and filing documents and managing data electronically, as well as hard copies
  • Establish and maintain departmental records and files (i.e. leave time, travel, etc.)
  • Maintain submissions log and track competitive development
  • Order office supplies for the department, as necessary
  • Secure materials and prepare presentations for meetings (i.e. Upfronts and All Hands)
  • Participate in meetings, take accurate notes and act accordingly, as directed
  • Manage trade subscriptions and trade affiliations for Original Programming & Production department, as needed
  • Create and maintain multiple select databases for the organization of the Original Programming & Production department
  • Assist with special projects and perform other related duties, as assigned
  • Route and oversee talent requests for digital copies of content
  • Work with Legal & Business Affairs department to maintain pitch database
  • Work with Production Management/Finance department and the Original Programming & Production department’s Executives in Charge of Production to vet proposed schedules to ensure the successful and timely delivery of original programs and make recommendations about master calendar changes
  • Review treatments, scripts and other development materials to contribute to departmental conversations regarding the same
  • Limited, albeit rare, travel may be required for certain productions

KNOWLEDGE/SKILLS/ABILITIES:

  • Proactive thinker/self-starter that is organized, energetic, and detail-oriented
  • Ability to thrive in fast paced environments
  • Ability to take constructive feedback and make necessary work style adjustments
  • Strong attention to detail; ability to troubleshoot and change priorities as needed
  • Ability to work independently and diligently with little supervision and meet deadlines
  • Ability to work collaboratively within a small team
  • Demonstrated ability to meet deadlines and successfully manage multiple assignments concurrently for long and short term projects
  • Strong writing, grammar and proofreading skills
  • Handles sensitive and confidential information with tact and diplomacy; using good judgment, discretion and professionalism
  • Must exhibit flexibility in accepting new and changing responsibilities
  • Strong computer skills, including proficiency in Microsoft Office (MS Word, Excel, Power Point and Outlook) is required
  • Ability to work outside of standard business hours and flexible evening schedule
  • The legal right to work in the United States

EDUCATION/EXPERIENCE REQUIREMENTS:
Bachelor’s degree or 3+ years of relevant experience in a fast-paced environment within entertainment, management and/or agency is preferred.

If interested in applying for the Executive Assistant/Production Coordinator position,  please click the “apply now” button below and attach your resume to the email pop up box.

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The information we may collect includes:

  • personal identifiers like your name, address, and contact information;
  • information about your professional abilities, skills, aptitudes and background (e.g., educational and professional experience, resumes, curricula vitae, writing samples, and information about your skills, training, and applicable licenses, permits, and certifications);
  • information about your character, references, and credentials;
  • information about your authorization to work for us;
  • information obtained from references, educational institutions, and others you have authorized us to contact (including results of background checks you authorize us to perform if you are offered a position); and
  • any other information you elect to provide or authorized us to obtain.

We may collect additional information for the purposes of complying with legal obligations, including criminal background and licensure information that may affect your legal ability to work for us and status information required for the monitoring of equal employment opportunity compliance (e.g., race/ethnicity, disability status, and gender).

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