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.
- 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
- 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
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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