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
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 firstname.lastname@example.org. No phone calls please.