Soapbox is an award-winning creative agency and production company AND we are about to celebrate our 20th year. Our Divisions - Originals, Marketing & Branded and VFX - includes producers, staff writers, storyboard artists, editors, graphic designers, vfx artists and new media specialists. We are in search of an administrative coordinator to join the team.
We work with a diverse roster of clients including most of the major film studios, have staged live performances of The Muppets in both London and LA, and recently produced award-winning original content like The Old Ways (Netflix), Muppets Haunted Mansion (Disney+) and much more!
THE ROLE:
This role will work directly with our CEO/COO and is responsible for tracking and organizing all the administrative details of a demanding and diverse schedule to ensure efficiency in successfully running and growing the business.
OUR ADMINISTRATIVE COORDINATOR FOR CREATIVE EXECUTIVE WILL BE SOMEONE WHO IS:
- Professional and committed to excellence
- Service minded and always takes immediate action
- Smart, proactive problem solver and powerfully curious
- Intuitive with the ability to stay five steps ahead of your leaders, clearing the path for them to make their greatest contribution
- Versed in the world of pre-production, production, and post production with general understanding of VFX, Storyboards, Pitch Calls & Decks, Storyboards, etc.
- Highly organized and resourceful whether working on a small task or an exceptionally high-level project
- Discrete when dealing with confidential information and high-profile clients and talent
- Able to succeed in a fast paced, high volume work environment
- Positive, conscientious, and a team player with no penchant for drama as we leave that for the screen
- Welcomes whatever the day may present
ROLE RESPONSIBILITIES:
- Maintaining and organizing heavy calendar scheduling
- Handling rolling phone calls and maintaining multiple call sheets
- Managing emails with an “inbox zero” philosophy
- Communicating externally and internally on behalf of executive and facilitating a productive collaboration with other department heads and project leaders
- Maintaining a birds-eye view of multiple project statuses while executing or delegating tasks on behalf of executive to fulfill project requirements
- Accomplishing varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, travel coordination, ordering gifts, etc.
- Running errands and attending in-person/virtual meetings multiple times per week.
- Managing meetings: preparing agendas, taking notes, distributing action items, and arranging catering
- Greeting high profile guests and clients
- Working with finance department to file receipts and reimbursements
- Coordinating relevant mail in and out of the office
ROLE REQUIREMENTS:
- Bachelor's Degree (film school graduate preferred)
- 2+ years of experience offering high-level administrative support, preferably time on a desk in a production company
- Tech-savvy (MAC) and proficient in Asana, ShotGrid, Google Suite, Microsoft Suite, Adobe Creative Suite, Dropbox, Box, and Zoom; adept at quickly learning new processes and technology
- Exceptional oral and written communication skills (we love cover letters!)
CALL TIME & LOCATION:
This is a full-time hybrid position that will feature both remote and in-office work. Typical hours are 9:30am – 6:30pm with overtime as needed. Our offices are located in Burbank, CA. and we have over 25,000 square feet of facilities including sound stages, offline editorial, audio mix theaters, and color correction and finishing suites.