Office Manager / Executive Assistant Job Description

The person in this position will be the public face of Telling Pictures, a San Francisco-based independent film and television production company, and its principals, producer-director-writers Rob Epstein and Jeffrey Friedman (RE & JF).

Qualities we are looking for include:

  • A professional manner, high attention to detail, ability to multi-task

  • Highly organized, skilled in creating systems and using systems already in place

  • Good communication skills in person, on the phone, by email

  • Self-starter and comfortable working both independently and in the company of others

  • Knowledge of Microsoft Office Suite, Adobe Suite, Final Cut, Avid, html / website design and computer or programming skills a plus, but not a requirement

  • Ability to use discretion and make important decisions on behalf of the principals and overall company, i.e., excellent judgement

Tasks include:

  • Scheduling meetings and calls, for RE and JF. Placing calls and/or making calls on their behalf as needed.

  • Answering office phones, screening calls, monitoring voicemail, returning calls, relaying messages promptly to RE & JF.

  • Maintaining computers and phone systems, keeping current and functional.

  • Basic company bookkeeping: creating, tracking and processing invoices, coding expenses, reconciling accounts, monitoring bank accounts, paying off company credit cards and line of credit, processing payroll, generating reports, ensuring bills are paid on time.

  • Maintaining RE/JF’s and company schedule: keep Google calendars up to date, ensure RE & JF get to every meeting and conference call on time.

  • Coordinating travel, rental cars and accommodations for RE & JF or work with others who are booking their travel, creating itineraries as requested.

  • Coordinating and managing exhibition of film titles: drafting and executing public performance licenses, shipping of materials, invoicing, publicity

  • Coordinating and managing distribution of film titles: tracking active agreements, negotiating new and renewal agreements, coordinating shipment and tracking of materials, tracking distribution reports, processing royalties, staying in communication with various distributors

  • Updating Squarespace website and blog as necessary

  • Proofing, formatting, printing and sending correspondence.

  • Keeping office running efficiently, neat and clean, sending/receiving mail, purchasing supplies as needed or requested.

  • Managing edit suite rentals and ensuring edit bay is functional with appropriate vendor and/or technician support.

  • Keeping company social media presence functional, active and current.

  • Managing archival material on and off site, cataloging new entries, maintaining database of elements

  • Recruiting and supervising company and/or project interns as needed.

Additional tasks may include:

  • Researching projects on a wide range of subjects, setting up and maintaining databases.

  • Occasional support for Epstein’s teaching position at California College of the Arts.

  • Occasional personal support for family of RE/JF

Learn more about Telling Pictures here.

Start date: Negotiable. Hours: Part-time to begin with possibility to move to full-time in 2-6 months. To apply, send cover letter and resume with the subject line “Office Manager / Exec Asst” to info@tellingpictures.com. No phone calls please.