Assistant

RESPONSIBILITIES:

• Proactively manage all pertinent calendar(s) with alertness to agendas, deadlines, and possible conflicts

• Partner with production leadership to effectively manage constantly changing schedule priorities and communicate them to production management

• Coordinate production schedule requests with executive team, ancillary production departments and corporate departments as needed

• Negotiate with other productions and departments for studio screening and conference room bookings as needed

• Ensure that schedules are current and accurate and communicated to involved parties

• Foster a loyal and committed partnership with primary manager

• Mentor production desk staff and support production desk and other production leadership offices as needed

• Establish a positive rapport with other assistants, department managers and studio leadership

• Work with outside agents and managers to schedule talent for dialogue recording sessions; arrange all production staff and talent travel needs for sessions

• Actively participate in the assistants’ community

• Participate in the hiring process as requested

• Create and support a friendly and professional atmosphere within production offices

• Preserve and promote Pixar’s culture of respect and innovation

• Special projects as needed

​​Successfully organize and manage the day-to-day tasks and operations, which may include but are not limited to:

• Manage all phone, email, and mail correspondence

• Handle all shipping needs

• Maintain address book, and electronic and paper files

• Help coordinate individual meals and department or crew catering needs

• Order and maintain swag, and prepare gift bags as requested

• Manage auction and charity requests, and maintain file of donated time and items

• Organize VIP studio tours as requested

• Field requests for speaking engagements and interviews, partnering with Publicity to manage and facilitate involvement in approved requests

• Book all travel and create detailed itineraries

• Help assemble major screenings and presentations

• Manage and reconcile petty cash, American Express account, expense reports, invoices and receipts as they pertain to production or department

• Coordinate logistics for on/off-site meetings, social events and morale/team building events

QUALIFICATIONS:

• Bachelor’s degree preferred

• Four years administrative experience supporting in-demand individual in dynamic office environment preferred

• Experience and interest in a film or entertainment-related field preferred

• Strong organizational skills and attention to details

• Superior interpersonal skills in both verbal and written communications

• Ability to prioritize multiple requests and projects in fast-paced, deadline driven environment

• Adaptable to ever-changing circumstances, situations and people

• Willing to take initiative and resolve problems creatively and resourcefully

• Both a strong team player and an independent worker

• Customer service oriented

• Discrete professionalism required

• Proven ability to anticipate needs and proactively address issues or concerns

• Proficient in Microsoft Office, PowerPoint, Wiki, Keynote, Filmmaker Pro, email and calendaring programs and a quick learner of new applications

• Familiar with both Mac/PC

The hiring range for this position in Emeryville is $59,245.00 to $76,670.00 per year. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience among other factors.