The Position:

First Look Media and Topic Studios seeks a highly motivated, detail oriented, and organized executive assistant to support the EVP, Film & Documentary and VP, Non Fiction Series & Documentary.

This position is and rare and excellent opportunity to learn the film and nonfiction businesses from development through production, financing and distribution.

They will be based in Topic Studios' New York office, and will be responsible for supporting two executives with the expectation of being in the office at least three days per week. They will handle all administrative needs — including scheduling, managing calendars, rolling calls, note-taking as needed— as well as contributing to the operations of the film and nonfiction departments. And they will anticipate the needs of the execs and take the initiative to solve problems thoughtfully and independently.

The ideal candidate is a dynamic, highly organized, detail-oriented problem solver who thrives working with a tight-knit team within a larger organization. They are self-motivated, professional, even-tempered and capable of managing their workload and prioritizing tasks in a fast-paced start-up environment. They are creative, generative and take pleasure in doing meaningful work with a team and have a passion for entertainment.

Responsibilities:

• Coordinate and manage calendars, scheduling, calls, zooms and meetings
• Maintain call sheets for both execs
• Manage preparation for internal and external appointments including conference calls and circulating schedules/ agendas
• Track and manage submission process for inbound material, maintaining active grids and tracking follow ups
• Liaise within studio and with legal, finance and other internal departments as needed
• Help manage workflow for execs, with guidance from execs and execs' direct reports
• Manage follow-up for internal Topic Studios meetings, this includes taking notes in all department meetings and making sure executives are aware of and complete necessary next steps.
• Coordinate follow-up for execs' meetings with external parties (buyers, production companies, agents, managers, and talent)
• Support execs and their direct reports in creative services – making decks, sizzle reels, support material – in conjunction with the Topic St team in New York
• Book travel and accommodations and running complex calendars for Sundance, Cannes, and other key markets
• Submit monthly expense reports
• Other appropriately related projects/duties as assigned

Background + Qualifications:

• 1-3 years administrative experience, supporting senior execs, talent agency or studio experience a plus
• Exceptional in MS Office (Specifically Excel, Word, and Outlook) and OS applications (Pages, Numbers, Keynote)
• Strong typing skills
• Excellent oral and written communication skills
• The ideal individual will be highly organized and motivated, able to manage multiple tasks under tight time frames, and a self starter who is able to work both independently and function well within a team.
• The individual will demonstrate strong independent judgment and a high degree of interpersonal effectiveness to be able to deal with stakeholders across various levels both internally and externally.
• Demonstrated ability to work in a team environment where flexibility, keeping others informed and anticipating needs is essential.
• Must be proficient in computer and current technology-based office support applications - bonus for proficiency in design software.
• Relationship builder and able to interact professionally and confidently with internal executives and external contacts including high end talent and industry professionals.
• Ability to function efficiently in a fast-paced, multi-discipline environment.
• Self-starter with strong analytical and problem-solving skills.
• Entertainment experience preferred, passion for movies and television a plus.

Compensation (NYC Only): The salary range for this role is $55,000 - $65,000 annually. The salary offered will be determined based on relative experience, skillset and other job related factors.

About FIRST LOOK MEDIA

First Look Media is a new-model media company devoted to supporting independent voices, from fearless investigative journalism and documentary filmmaking to smart, provocative entertainment. Launched in 2013 by eBay founder and philanthropist Pierre Omidyar, FLM was founded on the fundamental belief that freedom of expression and of the press, and the power of storytelling, are vital to both a vibrant culture and a thriving democracy.

First Look Media's flagship brands include the award-winning entertainment studio, Topic Studios and the "criminally-good" streaming service, Topic. FLM continues to expand its mission of supporting independent voices via a variety of new brands, formats and platforms, as well as through foundational technology, helping creators and audiences develop, distribute, discover and connect with meaningful stories.

About Topic Studios