The Administrative Assistant will provide general administrative support to the VP, Business & Creative Development and VP Production and Post Production, as well as provide back up support to the Head of Studio in the absence of the Executive Assistant. The ideal candidate will be a high energy individual who is self-directed and able to handle multiple tasks and priorities with a professional demeanor. Must also possess superior communication and organizational skills. General administrative support for two Vice Presidents, including but not limited to: answer phones, manage calendars, schedule meetings and conference calls, prepare letters, file, copy, book travel, prepare expense reports, order supplies, order reels, fed ex or messenger packages. Create purchase orders Track, monitor, and prepare invoices for payment and customers. Compile standard reports create presentations, transcribe notes when required. Reading and writing coverage on submitted scripts, books, and pitches returning submitted materials. Maintain databases including submission and business development logs. Conduct informational and research calls to ad agencies, game companies, branded entertainment companies, and production companies to assist in building the sourcing database for the department. Send out reels and sell sheets on daily basis to new department contacts. Compile and maintain production bible for current projects including artwork, scripts, schedules, budgets, cost reports, and artist invoices. Upload and distribute art, audio, and script files to the necessary parties via FTP and email. Track new animation, commercial, and shorts material on line and broadcast for potential development or new business opportunities. Compile research/bios on writers/companies prior to meeting. Coordinate with internal departments including production, accounting, post-production, IT, marketing, and human resources. Possess professional level verbal and written English communication skills as well as interpersonal and organizational skills. Ability to prioritize work, demonstrated problem-solving ability, and a keen attention to detail. Ability to multi-task efficiently in a fast-paced, high volume, creative environment with minimum direction under tight deadlines. Ability to copy data and compile records and reports and give information to internal and external customers. Ability to anticipate needs of Managers and deal professionally with the Executive Team, their Assistants, and a variety of outside partners and customers.
