We are seeking a highly organized and proactive Administrative Assistant to join our production team. This role is vital to ensuring smooth daily operations by providing administrative and clerical support to our production personnel and management. The ideal candidate thrives in a fast-paced, creative environment, is detail-oriented, and is adept at managing multiple tasks simultaneously. To apply for this role, please call us at 808-531-0800. Preference will be given to applicants currently residing in Hawaii due to the nature of the job requirements.
Key Responsibilities:
- Administrative and Scheduling Support:
- Act as a central point of communication for the production office, answering phones, managing correspondence, and distributing messages or documents in a timely manner.
- Coordinate and maintain schedules for production managers, including managing calendars, booking meetings, and scheduling travel arrangements
- Assist in preparing daily production schedules, call sheets, and other related documents.
- Documentation and Reporting:
- Maintain and organize production records, contracts, permits, and any compliance-related documentation.
- Prepare reports and summaries of production activity as required.
- Handle data entry tasks, ensuring accuracy in records and production logs
- Logistics and Office Assistance:
- Support in arranging production-related logistics, such as securing locations, equipment rentals, and other resources.
- Assist with onboarding new hires/crew members by ensuring proper documentation is completed.
- Maintain office supplies inventory and ensure that equipment is operational and well-maintained.
- Collaboration with Key Teams:
- Liaise with various departments such as casting, crew, and post-production to facilitate communication and monitor project timelines.
- Provide support for company events, meetings, and screenings by organizing materials and managing logistics.
- Problem Solving:
- Address and troubleshoot administrative or logistical issues as they arise, ensuring minimal disruption to workflows.
- Take initiative in identifying ways to improve processes and efficiencies in the production office.
Skills and Qualifications:
- Experience: 2-3 years of administrative support experience, preferably within a production, media, or entertainment company.
- Education: High school diploma required; an associate or bachelor’s degree in a relevant field is a plus.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and familiarity with production software/tools (e.g., Movie Magic, scheduling apps, etc.).
- Organization: Exceptional organizational skills and attention to detail
- Communication: Strong verbal and written communication skills, with the ability to interact professionally with diverse teams and external partners.
- Time Management: Exceptional ability to handle multiple tasks, prioritize responsibilities, and meet deadlines in a high-pressure environment.
- Problem Solving: Proactive approach to addressing challenges and offering creative solutions.
- Confidentiality: Maintains discretion regarding sensitive production and company information.