Production Department Executive Assistant

Alcon Entertainment seeks an in-house Film and TV Production Department Assistant to support the EVP, Head of Film and TV Physical Production, and the Production Department as a whole. The ideal candidate has experience supporting senior executives in a studio, production company, agency, or production office environment and possesses exceptional organizational, communication, and administrative skills. Familiarity with film and television production workflows is preferred. This is an in-office position.

Responsibilities:

• Reports to the EVP, Head of Film and TV Physical Production.
• Maintains departmental priorities, schedules, and meeting coordination for the EVP and Production Manager.
• Maintains EVP prep materials and production tracking documents.
• Assists with crew staffing research, tracks department head availability, and maintains candidate databases.
• Onboards project distribution lists and production workflows in Setkeeper/Scenechronize until key production personnel are hired.
• Manages EVP expense reports and reimbursement processing.
• Assists with the distribution and tracking of production-related paperwork between the Production Office and Studio.
• Coordinates with Creative, Production, and Studio teams to ensure current scripts, outlines, and project materials are available.
• Maintains organized digital files, contact databases, and departmental records.
• Attends meetings as needed, prepares notes, and tracks follow-up items.
• Supports communication and workflow between Physical Production, Creative, and Production Office teams.
• Provides general administrative support to the department.

Qualifications:

• 2 years of Executive Assistant, Coordinator, or comparable administrative experience within a studio, production company, network, agency, or production environment preferred.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Proactive problem-solver who seeks opportunities to improve processes, increase efficiency, and support the department's goals.
• Strong written and verbal communication skills with excellent attention to detail.
• Professional demeanor and the ability to interact effectively with executives, talent, and production personnel.
• Advanced proficiency in Microsoft Office, Outlook, Google Workspace, and Zoom.
• Advanced Excel skills, including formulas, templates, and tracking tools.
• Experience with Scenechronize, Setkeeper, or similar production management platforms preferred.
• Working knowledge of Movie Magic Budgeting and Scheduling is a plus.
• Demonstrated ability to leverage AI productivity tools and workflow automation to improve efficiency and organization.
• Strong research skills and resourcefulness in gathering and synthesizing information.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.