Administrative Assistant, Robert Half

Administrative Assistant

Robert Half

Location:

United States, Honolulu

Category:

Office Administration

Contract Type:

Employment contract

Salary:

Not provided

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Job Description:

We are seeking a highly organized and proactive Administrative Assistant to join our production team. This role is vital to ensuring smooth daily operations by providing administrative and clerical support to our production personnel and management. The ideal candidate thrives in a fast-paced, creative environment, is detail-oriented, and is adept at managing multiple tasks simultaneously.

Job Responsibility:

Act as a central point of communication for the production office, answering phones, managing correspondence, and distributing messages or documents in a timely manner
Coordinate and maintain schedules for production managers, including managing calendars, booking meetings, and scheduling travel arrangements
Assist in preparing daily production schedules, call sheets, and other related documents
Maintain and organize production records, contracts, permits, and any compliance-related documentation
Prepare reports and summaries of production activity as required
Handle data entry tasks, ensuring accuracy in records and production logs
Support in arranging production-related logistics, such as securing locations, equipment rentals, and other resources
Assist with onboarding new hires/crew members by ensuring proper documentation is completed
Maintain office supplies inventory and ensure that equipment is operational and well-maintained
Liaise with various departments such as casting, crew, and post-production to facilitate communication and monitor project timelines
Provide support for company events, meetings, and screenings by organizing materials and managing logistics
Address and troubleshoot administrative or logistical issues as they arise, ensuring minimal disruption to workflows
Take initiative in identifying ways to improve processes and efficiencies in the production office

Requirements:

2-3 years of administrative support experience, preferably within a production, media, or entertainment company
High school diploma required
an associate or bachelor’s degree in a relevant field is a plus
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and familiarity with production software/tools (e.g., Movie Magic, scheduling apps, etc.)
Exceptional organizational skills and attention to detail
Strong verbal and written communication skills, with the ability to interact professionally with diverse teams and external partners
Exceptional ability to handle multiple tasks, prioritize responsibilities, and meet deadlines in a high-pressure environment
Proactive approach to addressing challenges and offering creative solutions
Maintains discretion regarding sensitive production and company information

What we offer:

Medical, vision, dental, and life and disability insurance
Eligibility to enroll in company 401(k) plan

Additional Information:

Job Posted:

March 20, 2025

Employment Type:

Fulltime

Work Type:

On-site work

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