Production – Production Assistant

The Production Assistant supports the Production Coordinator, Production Managers, and Producers in making sure that production activities run smoothly and efficiently within an assigned department. The Production Assistant duties also include ensuring that artists and crew members are provided with essential information and materials as well as posting Client / Director / Supervisor’s notes and feedback on the in-house production management system. This role also coordinates meetings, manages FTP file transfers and performs general administrative duties.

DUTIES & RESPONSIBILITIES

Continually ensure that the most up-to-date information and tools are delivered to appropriate individuals/departments within required timeframes.

Ensure that Client / Director / Supervisor’s feedback is made readily available to all necessary parties.

Attend review meetings and take accurate, detailed, clear and concise notes of required revisions.

Ensure that notes are promptly uploaded into in-house production management system.

Coordinate regular and one-off meetings.

Send out meeting invitations to the appropriate individuals, and ensure that all required parties attend.

Set up telephone and video conferencing equipment as necessary.

Prepare presentation and meeting materials.

Manage FTP file transfers, ensure that files for upload are organized within appropriately named folders and that material transfers properly.

Receive incoming material (i.e. client notes, images for reference, etc…), import into network and/or tracking system, and communicate receipt of delivery to appropriate parties.

Log and organize relevant details to ensure that required information and materials are easily retrievable.

Schedule all meetings and conference calls, taking into account different time zones.

Ensure that all appointments are attended as scheduled.

Update and maintain tracking spreadsheets and distribute the same to relevant individuals.

Coordinate individual and group meal orders as required.

Perform general administrative duties to support team requirements.

REQUIRED SKILLS & EXPERIENCE

1-2 years’ experience providing administrative support in the entertainment industry.

Intermediate working knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, Word).

Ability to follow through on assignments.

Strong written and verbal skills and attention for detail.

Availability to work overtime on short notice when required.