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Administrative Assistant/Production Assistant


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SHFT is a multi-media platform founded by film producer Peter Glatzer and actor/filmmaker Adrian Grenier with a mission to convey a more sustainable approach to the way people live through video, design, art, and culture. Visit www.shft.com for more details.

The Administrative/Production Assistant entails heavy admin support, organizing the office, and assisting with production coordination on web series and similar projects.

JOB RESPONSIBILITIES

– Manage files and schedules for business matters and productions.
– Assist with production activities as needed, especially with coordination.
– Manage high-level business relationship interactions and communications professionally and efficiently.
– Provide administrative support to a small but busy office of 3-5 people and assist with coordinating various ongoing projects (production, business development, internal operations, social media, and more).
– Handle high-volume phone calls, emails, and scheduling needs. Answer phones, screen calls, and take messages as needed. Schedule, coordinate, and maintain appointments/meetings on shared calendar.
– Maintain and organize office (paperwork and files).
– Type memos, emails, and other correspondence as needed.
– Assist with filling out and filing expense reports, maintaining and organizing financial data, and assisting with financial reports, budgeting, payroll, and expense management.
– Organize mail and other deliveries.
– Order office supplies, business meals, and groceries.
– Personal-assistant tasks by assignment from the Co-Founder.
– Track/update contact lists and other operational data on company servers and other file management systems.
– Coordinate and assist with travel arrangements and create itineraries.
– Perform additional duties as assigned.

QUALIFICATIONS AND EXPERIENCE

– Must be an organized self-starter with common sense and thick skin.
– Previous administrative-assistant experience preferred, especially within the entertainment industry. Production background a strong plus.
– Must exhibit excellent written and verbal communication skills and advanced Mac computer skills.
– Must have a computer (Mac laptop strongly preferred) and excellent knowledge and possession of MS Word, Excel, and PowerPoint. Knowledge and possession of Adobe Creative Suite a plus (Photoshop, Final Cut Pro) a plus, but not necessary.
– Must be able to handle confidential information.
– Must be able to stay organized, multi-task, respond quickly under pressure, manage time efficiently, and work independently.
– Must be a self-starter, able to take responsibility for assignments and take on new projects efficiently and see them through to their completion with minimal supervision.
– Good accounting skills, excellent telephone manner, and comfort in dealing with upper-management and clients.
– Able to represent themselves in professional manner.
– Able to handle pressure in a professional manner.


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