Administrative Assistant - Video Production

New York
Mar 27, 2014
Apr 26, 2014
Jackie Greaney
Full Time
pen Road is hiring an Administrative Assistant to work under the Executive Vice President of Production, managing a busy calendar, coordinating travel, preparing shoot budgets, expense reports and various ad hoc duties. The candidate will also facilitate all aspects of the production process, from early planning stages to finalized video product, ensuring the successful execution of multiple author video shoots and video deadlines per month.

There will be regular opportunity for the right candidate to be hands-on with video production and develop video editing skills if desired (assuming he/she has satisfied primary responsibilities).

The ideal candidate will have a strong interest and appreciation for literature and/or video production, excellent organizational and communication skills, and the ability to manage multiple concurrent projects and meet last-minute deadlines. The candidate must work well under pressure and be detail-oriented.


* Perform administrative and personal tasks for EVP of Production, including managing and prioritizing daily schedule, creating travel itineraries, preparing monthly expense reports and attending to matters involving EVP’s charities and professional societies.
* Coordinate all aspects of pre-production for video shoots, including: direct communication with authors/agents/estates; handling bookings for travel; researching shoot locations; acquiring film permits/insurance certificates; hiring Production Assistants/Still Photographers; creating detailed itineraries and production “bibles” for crews.
* Anticipate needs and potential complications for production crews before they arise, and address problems that do come up in an efficient, calm and effective manner.
* Act as main point of contact in Production Department, responding to external inquiries from authors and ensuring that authors and crews are prepared for shoots.
* Liaise internally with Marketing and Editorial Departments to ensure consistency of deadlines and goals and vision for author videos.
* Work closely with Production Team (EVP of Production, Post-Production Manager, Post-Production Associate, Digital Assets Manager, Creative Manager) and Freelance Producers and Editors to manage production calendar and ensure that delivery dates are never missed.


* Bachelor’s Degree.
* 1+ year Assistant-level experience.
* A demonstrated interest in literature and publishing, marketing and video production and aspirations to grow within these industries.
* A passion for organization and innate practical sensibility.
* Exceptional written and oral communication skills, meticulous attention to detail, and ability to manage numerous projects at once.
* Excellent problem solving skills and ability to navigate stressful situations in a collected and efficient manner.

This is a full-time exempt position. Open Road Integrated Media offers a comprehensive benefit package, which includes medical and dental insurance, and more.

Open Road Integrated Media is an equal opportunity employer.

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