Production Manager / Executive Assistant

Location: Brooklyn, NY

Department: HUMAN

Type: Contracted to Full Time

Min. Experience: Mid Level

JOB PURPOSE

HUMAN is seeking a qualified and professional Production Manager to support HUMAN’s production teams’ output of timely deliverables for our client work. The Project Manager will also support  HUMAN's CEO and Founder, Jonathan Olinger as an Executive Assistant. Media production experience is required.

PURPOSE OF THIS ROLE

The primary responsibilities of the position will be to:

  • To support communications and organization for HUMAN's CEO and Founder
  •  Provide support for the efficient, organized, and streamlined business development process.
  • Manage internal and external production processes from beginning to end to ensure timely and high-quality deliverables and excellent team/client communications.
  • Provide organizational support for the operational efficiency of the agency.

ESSENTIAL RESPONSIBILITIES:
 

Executive Assistant

  • Maintain up-to-date awareness of the CEO's obligations in order to proactively assist and/or anticipate needs
  • Maintain very demanding calendar; including appointment scheduling across multiple time zones
  • Maintain quarterly staff communications
  • Draft correspondence, internal memoranda and e-mail communications
  • Maintain follow up system for prospective clients, partners and contacts per CEO’s organizational system
     

Business Development

  • Support CEO in business development communication and ongoing client relations by scheduling meetings and assisting in follow up
  • Outline incoming RFP’s (Requests for Proposal) into breakdown of deliverables, draft timeline and budget, and outstanding questions
  • Organize internal briefing to review RFP logistics and deliverables with Managing Director and project lead.
  • Manage scheduling and logistical questions with internal approvals for prospective clients.
  • Manage internal timeline and deliverables for RFP proposal development.
  • Manage revisions to timeline and budget according to internal feedback and client’s needs
  • Support proposal’s project lead with research and image selection for deck proposals as requested.
  • Maintain organization of notes, project assets and communications in Google Drive
  • Create proposal outlines using HUMAN’s template
     

Production Management

  • Manage independent contractors outreach, contracting, and liaising with finance team accordingly
  • Manage interns and production teams’ project onboarding, systems onboarding, deliverables’ schedules, and scheduling internal brainstorms/checkins
    • Pre-production / production management may include production scheduling, processing insurance, booking hotels/accommodations, obtaining visas, etc.
    • Post-production management will include: shuttling drives, transcriptions/translations managed, footage and music licensing and organizing streamlined internal/external feedback.
  • Manage client communications, relaying deliveries, tracking and requesting feedback/approvals according to timeline
  • Creating agendas for and managing deliverables on client calls
  • Schedule client calls and communications with Google Calendar invites
  • Scheduling reviews and packaging deliverables with/on HUMAN’s templates and sharing platforms
  • Liaise client invoices with HUMAN’s finance team

 

Operations

  • Maintain all pre-production, production, and post-production processes and templates
  • Manage day-to-day operations of the office
  • Support upload and organization of expenses for Finance team
  • Office reception 
  • Ordering supplies, managing postal deliveries
  • Helping to maintain tidy space
  • Managing service providers and ensure bills are paid in a timely fashion
  • Help maintain HUMAN’s talent and partner roster
  • Provide written documentation of all meetings, detailing pertinent discussion points and next steps
  • Update and maintain HUMAN’s operations handbooks in line with evolving best practices
  • Support recruitment process as needed by MD
  • Delegate tasks to interns and manage performance in weekly check-ins / ensure they have direction from project leads.

     

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty/function satisfactorily. The requirements listed below are representative of the knowledge, skill, qualities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Production experience is required.
  • Bachelor’s degree in media, journalism or related field
  • Professional demeanor and written and oral communications.
  • 1-3 years of experience in experiential marketing or related fields
  • Highly organized, detail oriented, with excellent communication and follow up skills
  • Have strong written, verbal and public speaking skills
  • Exercise strong budget management skills
  • Be proficient in Microsoft Excel, Word, PowerPoint and Google Drive
  • Experience with Adobe Illustrator, Photoshop, Keynote Social/Digital media a plus!
     

This is a full-time, contracted position at a rate of $200/day.

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