Executive Assistant, Book-to-Film & Development

This is a Full Time Job

AEVITAS CREATIVE MANAGEMENT and AEVITAS ENTERTAINMENT
Executive Assistant, Book-to-Film & Development
Fulltime with 3 days per week in person at NYC office; 9:30am - 6:30pm EST
$47,500/year with benefits (potential for increase based on experience)

REQUIREMENTS:
• One year of assistant experience at Hollywood talent agency or management company;
• MUST LOVE TO READ!
• Highly organized, strong time management skills, pays close attention to detail;
• Proactive with a ''no task too small'' attitude;
• Excellent communicator and careful listener;
• Demonstrates strong editorial skills and enjoys collaboration;
• Exceptional critical reader with ability to write compelling coverage on an expedited basis;
• Presents a respectful, professional demeanor;
• Genuine interest in both publishing and film/tv, with a desire to grow at Aevitas for at least two years

ADMINISTRATIVE DUTIES:
• Supports the Head of Development and Creative Executive in all day-to-day activities by:
o Managing calendar and scheduling all meetings for both executives in a timely, polite fashion;
o Greeting guests (offering coffee, tea, etc.) upon arrival at office;
o Answering phones and maintaining phone sheet;
o Planning executive travel to LA, London, film festivals and book fairs; o Performing all project and book-to-film submissions with utmost care, impeccable attention to detail, and promptly, by sharing books and other materials with producers, executives, agents, managers, and talent at executives' behest and in the fashion/form instructed;
o Liaises with authors to provide support and answer questions; o Works collaboratively with co-CEO's assistants to ensure film/tv department runs smoothly and efficiently;
o Responds to timely requests of all nature from co-CEO's, Head of
Development, and Creative Executive;
o Manages long-term organizational projects, such as building and maintaining various talent lists, tracking grids, and department databases;

• Meticulously maintains department documents, and disseminates up-to-date documents in advance of department meetings, including:
o The ''Pipeline'' - the master list of all new ACM pub deals, manuscripts due to deliver, and forthcoming publications; Circulated prior to Weekend Read on Mondays & Fridays, updated following the meeting and recirculated by end of day;
o The ''Business Affairs Agenda'' - the list of all deals in progress at various stages; Circulated prior to the Business Affairs meeting on Tuesday afternoon, updated following the meeting and recirculated by end of day;
o The ''Option Grid'' - the master list of all books currently under option, with major deal terms, and expiration dates; updated weekly;
o The ''Aevitas Entertainment Development Grid'' - the grid tracking all producing projects; circulates to the AE group 24 hours in advance of Development meeting on Wednesday afternoon, updated following the meeting and recirculated by end of day;
o The ''Sample & Submission Log'' - the master list of all incoming submissions and samples for Head of Development & Creative Executive consideration; updated and disseminated weekly;
o The ''Weekly Snapshot'' - an email outlining the next week's schedule for the Head of Development and Creative Executive, and including a list of all meetings currently being set; circulated every Friday at approximately 5pm EST;

• Manages the Business Affairs workflow by:
o Maintaining the Business Affairs agenda and carefully tracking the status of all deals;
o Upon receiving an offer, promptly requests the Publisher Release form from the Publisher, and works with the Publisher and Buyer to finalize and execute the form;
o Upon deal closing, completes and uploads to Slack a Deal Memo and enters the deal into the Option Grid and AirTable within 24 hours;
o Serving as primary liaison between ACM counsel and buyers' counsel/business affairs to ensure longform agreements are negotiated and executed in a timely fashion;
o Upon deal closing, confirms with co-agents and co-agents' assistants the correct commission and payment information to ensure payment is flowing properly and all documentation and status updates are disseminated to all parties in a timely fashion;
o Communicating clearly and proactively with ACM authors to keep them appraised of the status of paperwork and ETA for payments;
o Requesting, executing, and circulating all paperwork required to process authors' payments, including payment authorization forms, tax documentation, onboarding authors in buyers' systems, etc.
o Coordinating author signature on all agreements, providing accurate and clear instructions;
o Chasing payments and fully executed agreements as needed;
o Uploading all fully executed agreements to the proper secure shared folder within 24 hours of receipt;
o Liaising with ACM commissioning agents and ACM's Payments Team to
confirm commission amounts, send invoices, and approve payment reports;

CREATIVE DUTIES:
Assists Head of Development and Creative Executive by reading new ACM book projects weekly, and writing coverage as instructed;
• Explores the massive backlist proactively, identifies and reads titles demonstrating film/tv potential, and pitches the most promising titles to the group;
• Watches movies, TV shows, and documentaries to report on promising writers, directors, and talent;
• Proactively meets with assistants, coordinators, and junior executives at other agencies, management companies, production companies, and studios to expand professional network;
• Reports on relevant industry news and external book deals.