Executive Assistant

Below is a brief job description of the role and experience / requirements:

Job Summary

Seeking a Producer’s Assistant to support the Executive Producer (EP) on a HETV show, focusing on managing cast equity contracts and records of cast availabilities and commitments. Looking for a detail-oriented professional with a good understanding of HETV production, excellent organisational skills, and the ability to handle sensitive information with discretion.

Key Responsibilities

Contract Management:

Draft, review, and manage cast equity contracts in collaboration with legal and production teams.

Ensure all contracts are compliant with industry standards and company policies.

Track and manage contract deadlines, renewals, and amendments, ensuring timely and accurate processing.

Record Keeping

Maintain an up-to-date database of cast availabilities, commitments, and any changes in scheduling.

Monitor and update the status of cast commitments, providing the EP with timely information on potential scheduling conflicts.

Prepare and distribute cast availability reports to relevant departments as needed.

Prepare and distribute cast contractual obligations information to relevant parties

Administrative Support

Provide administrative assistance to the Executive Producer, including managing calendars, scheduling meetings, and organising travel.

Prepare and distribute EP-related documents, meeting notes, and reports.

Serve as a liaison between the EP and other departments, ensuring clear communication and timely follow-ups.

Coordination & Communication

Coordinate with casting directors, agents, and legal teams to facilitate contract negotiations and management.

As required, assist in organising and coordinating production meetings, cast rehearsals, and other events.

Confidentiality & Discretion

Handle sensitive information, including contract details and cast availabilities, with the utmost confidentiality and professionalism.

Ensure all documents and communications are securely managed and accessible only to authorised personnel.

Qualifications

Experience in a similar role, preferably within the HETV

Strong understanding of cast contract management and legal documentation.

Excellent organisational and multitasking skills, with a keen eye for detail.

Proficient in Microsoft Office Suite (Word, Excel). Any industry-specific software (e.g., Movie Magic Scheduling) is also preferable.

Strong interpersonal and communication skills, with the ability to work effectively with all team members.

Ability to work independently and as part of a team, handling multiple tasks in a fast-paced environment.

Discretion and professionalism in handling confidential information.

Working Conditions

Depending on production schedules, the role may require occasional travel and working outside standard business hours.