Job Description

The Administrative Assistant, Physical Production will manage the day-to-day administrative functions for the EVP, Physical Production, and should be prepared to interface with a variety of creative clients and high-level executives.

• Assist with all office duties (telephones, schedules, calendar, files, correspondence, travel, expense, reports, etc.) for EVP of Physical Production
• Assist in research on potential above the line crew hire availability and scheduling
• Conduct research for special projects during pre-production (locations, crew availability, logistics, liaison with film commissions, etc.)
• Handle operational setup tasks such as securing office space, ordering equipment/furniture/supplies, arranging phone access, coordinating security and parking access, and arranging travel for producers, directors, and crew
• Create welcome packet, preliminary crew list, and studio contact lists for individual production offices during preparation
• Serve as liaison between production office and studio with respect to policy and procedure compliance and verify systems are in place
• Schedule meetings (production, finance, transportation, asset, clearances, computer support, labor relations, product placement, safety, insurance, etc.) between filmmakers and studio department heads specific to each project
• Supervise wrap of production office and coordinate delivery of production files to studio; follow up on resolution of issues outstanding at wrap
• Review deal memos for accuracy prior to executive approval. Verify crew employment eligibility through industry experience roster database; follow up on compliance issues through labor relations department and contract services administration

Qualifications

• Two plus of current freelance production coordinator or assistant coordinator experience, or equivalent time at a talent agency and/or production company
• Proficiency with MS Word, Excel, and Outlook
• Tech‑savvy with current cloud applications, including Microsoft 365 and Google Workspace (Sheets, Forms, etc.)
• Familiarity with project‑management software such as Scenechronize and Asana

Desired Characteristics: ****

• Thorough understanding of all production paperwork (call sheets, production reports, crew lists, schedules, scripts, etc.); upload production documents into the Scenechronize archiving system
• Strong team player who enjoys working independently as well as collaboratively
• Knowledge of — or willingness to explore — new resources to improve efficiency
• Excellent verbal and written communication skills
• Highly organized with strong attention to detail
• Ability to multitask and prioritize work assignments
• Ability to work with and maintain confidential information
• Demonstrates initiative, strong interpersonal skills, and the ability to work well under pressure
• Curiosity and desire to learn, with an interest in career advancement

Additional Requirements:

Hybrid: This position has been designated as hybrid, which currently requires contributing from the office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.

This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks. Learn more about the benefits offered by NBCUniversal by visiting the Benefits page of the Careers website.

Salary range: $60,000 - $65,000 (paid hourly)

Additional Information

As part of our selection process, external candidates may be required to attend an in-person interview with an NBCUniversal employee at one of our locations prior to a hiring decision. NBCUniversal's policy is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law.

NBCUniversal will consider for employment qualified applicants with criminal histories, or arrest or conviction records, in a manner consistent with relevant legal requirements, including the City of Los Angeles' Fair Chance Initiative For Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, where applicable.

If you are a qualified individual with a disability or a disabled veteran and require support throughout the application and/or recruitment process as a result of your disability, you have the right to request a reasonable accommodation. You can submit your request to AccessibilitySupport@nbcuni.com.