Production Assistant

The Production Assistant is a key support role within the production team at Flying Bark Productions, an animation studio working on projects like Avatar: The Last Airbender and Netflix's Ghostbusters. This role involves assisting crew and departments, overseeing client asset deliveries, internal coordination, meeting logistics, crew onboarding, and asset tracking to ensure smooth day-to-day production operations.

Must Have

• Assist Producer and Production Crew with tasks.
• Track notes in ShotGrid and update task statuses.
• Upload deliveries and review materials to clients.
• Attend meetings, take notes, and distribute.
• Flag potential crew issues to Production Crew.
• Maintain confidentiality of all work.
• Receive and track client asset deliveries, publish to ShotGrid.
• Maintain up-to-date tracking documents.
• Create and maintain Episode Asset Breakdowns in ShotGrid.
• Assist Supervisors with reference libraries.
• Update the edit with latest animation.
• Import, label, export, and publish client animatics via Avid.
• Add breakdowns, bids, and methodologies to ShotGrid.
• Ingest and organise client review notes in ShotGrid.
• Welcome new artists, provide project introductions.
• Introduce new starters to Production Co-ordinator.
• Add new starters to internal email aliases and ShotGrid.
• Ensure equipment is ready for new starter induction.
• Manage weekly crew imports to ShotGrid and studio calendars.
• Track and update sick leave in ShotGrid.
• Manage and unify team calendars, add OOO entries.
• Add new starters to relevant GChat rooms.
• Book and adjust internal meetings and team calls.
• Take notes during internal meetings.
• Track action items and follow up.
• Support front-of-house duties (meeting rooms, refreshments).
• Assist with organising in-house team activities and events.
• Encourage engagement with remote and in-house teams.
• Handle confidential material professionally and discreetly.
• Excellent diary/calendar management skills.
• Strong written and verbal communication.
• Advanced Excel and Microsoft Office Suite competency.
• High-level organisational skills and attention to detail.
• Ability to manage deadlines and prioritise tasks.
• Understanding of creative processes in animation.
• Proactive mindset with strong problem-solving skills.
• Flexible approach to work and willingness to take on additional tasks.

Perks & Benefits

• Work on exciting projects like Avatar: The Last Airbender and Netflix's Ghostbusters.
• Enjoy cake days, movie nights, wrap parties, and a Kulture Klub social calendar.
• Hybrid working model with two remote days per week.
• Dog-friendly office environment.
• Opportunities for career development, training, and support.
• Potential for career growth due to international expansion plans.
• Inclusive and welcoming company culture.

Flying Bark Productions is a dynamic and innovative animation studio dedicated to pushing the boundaries of character animation and storytelling. We are working on exciting projects such as Avatar: The Last Airbender feature film, Netflix's Ghostbusters animated series and Stranger Things animated series, as well as our production Tales From Outer Suburbia by Shaun Tan.

The Production Assistant is a key support role within the production team, responsible for assisting crew and departments as required. This includes overseeing the management of all client asset deliveries and distribution to relevant teams. The Production Assistant will also contribute to internal coordination, meeting logistics, crew onboarding, and asset tracking to ensure the smooth day-to-day running of production.

All duties and responsibilities as reasonably required by the Production Company of a Production Assistant, including:

• Assist the Producer and Production Crew with production-related tasks as required.
• Assist with rounds and dailies, tracking notes in ShotGrid and updating task statuses as needed.
• Upload deliveries and review materials to the client as requested.
• Attend meetings as necessary, take notes, and distribute to relevant parties.
• Flag any potential crew issues (creative or personnel) to the Production Crew.
• Maintain confidentiality of all work, in line with company code of conduct and security policies.

• Receive and track asset deliveries from the client, publishing them to ShotGrid, updating statuses, and notifying Department Supervisors.
• Maintain up-to-date tracking documents and flag missing/incomplete deliveries via the Production Crew.
• Create and maintain Episode Asset Breakdowns in ShotGrid, updating them as new assets are issued and assigning them to shots.
• Assist Supervisors in creating and maintaining reference libraries.
• Update the edit with the latest animation from the floor.
• Import, label, export, and publish client animatics via Avid software.
• Add breakdowns, bids, and methodologies to ShotGrid after kickoff meetings.
• Ingest and organise client review notes in ShotGrid and store all relevant notes on the server

• Welcome new artists to the studio, seat them, and provide introductions to the project, WIKI, and show overview.
• Introduce new starters to the relevant Production Co-ordinator once settled.
• Add new starters to internal email aliases, ShotGrid, and update internal crew reference guides to maintain accurate team lists.
• Ensure all equipment is ready for new starter induction day.
• Manage weekly crew imports to ShotGrid and studio calendars, including out-of-office (OOO) and holiday updates.
• Track and update sick leave in ShotGrid (reassignments to be handled by co-ords in consultation with leads).

• Manage and unify team calendars, add OOO entries, and clean up and maintain chat groups.
• Add new starters to all relevant GChat rooms and team communication channels.
• Book and adjust internal meetings and general team calls as required.
• Take notes during relevant internal meetings, including touch bases and non-department-specific calls.
• Track action items and follow up with the appropriate production contact (Producer/LP/PM/Co-ord/Supervisor) to ensure timely completion.

• Support project-specific front-of-house duties such as preparing meeting rooms, offering refreshments to clients, and post-meeting room cleanup.
• Assist with organising in-house team activities and events.

• Encourage engagement with both remote and in-house teams via GChat and team emails.

About you:

• Ability to handle confidential material professionally and discreetly.
• Excellent diary/calendar management skills.
• Strong written and verbal communication abilities.
• Advanced knowledge of Excel and competency in Microsoft Office Suite.
• High-level organisational skills including document handling, formatting, and spreadsheet upkeep.
• Exceptional attention to detail.
• Ability to manage deadlines and prioritise tasks effectively.
• Understanding and respect for creative processes, particularly within animation.
• Proactive mindset with strong problem-solving skills.
• Flexible approach to work and willingness to take on additional tasks as needed.

Why work with us?

• We work on some pretty cool projects - check out our website:

https://www.flyingbark.com.au/

• We have cake days, movie nights, wrap parties & a Kulture Klub dedicated to coordinating our busy social calendar!
• We offer hybrid working mode, with two days remote a week.
• If you love dogs as much as we do, you can bring them to work!
• Career development is important to us so we offer training and support opportunities whenever possible.
• We have a full slate and plans for international expansion so there is always plenty of opportunity for career development.
• Our employees say our culture is the best they've ever experienced - everyone is welcome and celebrated!

Flying Bark Productions is proud to be an Equal Opportunity Employer.