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Executive Assistant

Dream Three Films
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EXECUTIVE ASSISTANT FOR AWARD-WINNING INDIE FILMMAKER AND BROADWAY ACTOR-PRODUCER 

Seeking an Executive Assistant to support an award-winning filmmaker and a Broadway actor-producer. You will handle essential administrative tasks—scheduling, travel, communication—while coordinating contractors and production activities. We seek a proactive, detail-oriented candidate with a passion for storytelling in film and theater and eager to take on more advanced responsibilities. 

KEY RESPONSIBILITIES

  • Calendar & Schedule Management - Coordinate calendars across multiple time zones. Anticipate conflicts, adjust meetings, and prep the executive with agendas and materials.
  • Travel Coordination - Book travel arrangements (flights, hotels, ground transport). Create detailed itineraries for festivals, location scouts, and business trips.
  • Communication & Correspondence - Screen calls and emails, draft correspondence, and liaise with internal teams, clients, and partners. Ensure timely follow-ups and professional messaging.
  • Contractor & Vendor Coordination - Assign projects, track progress, and meet deadlines with external contractors (e.g., editors, designers, PR agents). Maintain a roster of go-to freelancers and assist in their onboarding.
  • Meeting & Event Support - Organize staff/pitch/production meetings (in-person or Zoom), prepare agendas and materials, and record minutes. Plan company events, screenings, and wrap parties (logistics, invites, venue, catering).
  • Administrative Operations - Manage office tasks—processing mail, expense reports, receipts—and maintain efficient digital and physical filing systems for contracts, invoices, and scripts.
  • Production Assistance - Assist with production logistics (e.g., schedules, call sheets), coordinate with production staff, and track post-production progress (edits, VFX, etc.).
  • Special Projects - Handle special projects as assigned, including research and development materials. Provide personal assistance for occasional tasks (appointments, errands) as needed.
  • Network Management - Nurture relationships with partners, investors, talent reps, collaborators, and fellow assistants. Uphold confidentiality and professionalism at all times.
  • Office and Team Coordination - Streamline workflows and systems, coordinate facilities/IT issues, delegate tasks to interns/project assistants, and back other teams during peak workloads.
  • Must be comfortable with dogs!

KEY SKILLS 

  • Exceptional Organization & Time Management - Superb at juggling multiple priorities in a fast-paced environment and can switch gears quickly when plans change.
  • Strong Communication - Polished phone/email etiquette, excellent written and verbal communication skills, and the ability to confidently represent executives and interface with high-profile industry contacts.
  • Interpersonal Skills & Discretion -  High emotional intelligence, diplomatic, holistic thinker who is trustworthy and adept at handling sensitive information and relationships.
  • Problem-Solving & Proactivity -  A proactive mindset able to anticipate needs and address issues before they escalate. You’re resourceful and solutions-focused, with the ability to stay calm under pressure and get it done.
  • Attention to Detail - A keen eye for detail in all tasks. You ensure nothing slips through the cracks—dates are correct, follow ups happen, and the executive is thoroughly prepared at all times.
  • Technical Proficiency -  Quick to learn new software and digital workflows. Fluent in MS Word, MS Excel, and Google Calendar. Fluent in Asana and Slack is a plus. Familiarity with industry-specific tools is a plus.
  • Knowledge of Production Processes - Understanding of basic film/TV production workflows as well as theater and live event production.
  • Adaptability & Flexibility -  Willingness to shift gears as priorities change. The ideal candidate can adapt, whether that means staying late to assist on a pressing deadline or pivoting from an administrative task to a creative one
  • Team Player Attitude -  Cooperative and ego-free approach to work that creates a positive, can-do atmosphere at work. You’re ready to assist others and pitch in when the team is on a deadline or during busy production times.

EXPERIENCE & QUALIFICATIONS

  • Education: BA in Film/TV, Theater, Marketing, Communications, Business, or related field (or equivalent experience).
  • Executive Support Experience: 2+ years of experience assisting or coordinating for an executive, producer, or other professional. Prior experience in the entertainment industry is strongly preferred.
  • Industry Knowledge: A passion for the entertainment industry, some knowledge of how production companies and projects operate, and a demonstrated interest in current events and ins-and-outs of entertainment business.
  • Project Coordination: Experience coordinating projects or events is a plus. Event planning and vendor coordination experience is a plus.
  • Growth Mindset: An interest in expanding beyond pure admin work into operations or production. The ideal candidate is eager to learn the ropes, absorb how the business is run, and contribute beyond the assistant role when opportunities arise.
  • References: Strong references with a proven track record of reliability and excellence in prior roles.

ADDITIONAL REQUIREMENTS

  • Availability: Full-time contract, Mon–Fri, with occasional evenings/weekends during production.
  • Location: NYC-based, hybrid setup (some remote days, on-site as needed).
  • Travel: Local errands/meetings in NYC; out-of-town travel may be required.
  • Contract Term: 6 months, with extension or full-time potential based on performance.
  • Work Authorization: Must be legally authorized to work in the U.S.
  • Start Date: ASAP.

COMPENSATION 

  • $20 - 35 per hour (contract, commensurate with experience)
  • Health Insurance Stipend eligibility after 6 months of employment