2nd Assistant to Producer

This is a Full Time Job

Amblin, located in Universal City, seeks a 2nd Assistant to support the Producer. Candidates must have 1 - 3 years of full time work experience as an assistant to a creative executive in the film industry. The ideal candidate can multi-task in a fast-paced environment, work independently and take ownership of tasks, cover for the 1st Assistant as needed, have a strong attention to detail, anticipate and preemptively act upon logistical complexities, be a problem solver under tight time restraints, and be resourceful. Candidates must be available to work an average of 45 to 55 hours per week, depending on work demand. Some weekend work can be expected.

2nd Assistant Responsibilities

Big Picture Responsibilities:
• Manage Producer and family calendars, orchestrate travel logistics, set and coordinate personal appointments, make reservations, communicate pertinent directions and instructions for meetings and events. Support 1st Assistant in setting meetings by keeping the calendar accurate and up to date.
• Ensure 1st Assistant has all the information regarding ongoing tasks. Coordinate with 1st Assistant to ensure a seamless delegation and prioritization of tasks. This is an extremely collaborative role.
• Collaborate with other members of the executive office to complete large projects.
• Support the 1st Assistant while they are on location or traveling with Producer. Producer and 1st Assistant may be away for 4 - 6 months for a production; second assistant should be comfortable working alone and be the ''home base'' for the office.
• Maintain Producer's phone sheet.

Information Management:
• Update and organize server (on Box) with scripts, submissions, production-related documents, personal documents, NDAs, expense reports, etc.
• Track incoming submissions and related correspondence.
• Maintain large database of logins, passwords, memberships, and travel documents. Make note of expiry dates and renew accordingly.
• Update and maintain personal & business contacts including email, phone numbers and work/home addresses.
• Complete expense reports for credit cards held by Producer's business and personal offices. Document corresponding receipts.
• Create and/or track invoices for expenses related to travel reimbursements, production costs, etc.
• Actively maintain lists of restaurants, preferred hotels, important birthdays, office supplies, and favorite snacks/drinks.
• Actively maintain current list of essential personal contacts, such as doctors, pharmacies, etc.

Additional Responsibilities:
• Execute runs for both personal and business errands. Handle online ordering and shipping for both personal and business needs.
• Handle gifts and reminders for both birthdays and congratulations for important industry news. Execute annual holiday card and holiday gifting.
• Send reminders and information for any voting deadlines (Academy Awards, Emmy's, PGA Awards etc.)
• Coordinate fast-paced logistics during awards season if Producer is attending events.
• Liaise with the Producer's family assistant as needed (i.e. ensure Producer is available to drive their child to school).
• Work closely with Producer's family and communicate schedule needs / changes to them when appropriate.
• Provide simple technology troubleshooting support on a standby basis.
• Occasionally take notes on phone calls and send them to 1st Assistant for review.

Qualifications:
• Demonstrates professionalism and ability to maintain the highest level of confidentiality.
• Ability to shift priorities quickly in response to changing circumstances, remaining flexible, calm, and focused while multi-tasking at a very fast pace.
• Excellent communication skills, both written and verbal, with the ability to effectively and efficiently communicate with all levels of Producer, management, staff, and talent.
• Strong note taking skills are a necessity.
• Excellent organizational and follow through skills a must.
• Ability to work independently and take ownership of special projects.
• Demonstrated ability to partner with others and build relationships, team player.
• Ability to write professional correspondence.

- Technical Skills:
• Standard level of technical competence on Mac and a thorough understanding of all software involved; Word, Excel, Outlook, Google Drive, Box / DropBox & Zoom.
• Quick learner who can master asset sharing platforms such as PIX, Box & Scenechronize.

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