Executive Assistant – Studio Operations & Production

First Look Media; New York (NY); On-site; USD 55,000 - 65,000; Full time

Job summary

Topic Studios seeks an Executive Assistant to provide high-level administrative support to the SVP, Head of Business & Legal Affairs, and SVP, Head of Production. The role is fast-paced and highly integrated with multiple business units, requiring proactive problem-solving and professional communication across teams.

The ideal candidate remains calm under pressure, organized, and capable of handling confidential material with discretion in a dynamic entertainment-tech environment.

Qualifications

• Proven ability to multi-task and pivot quickly in a fast-moving studio environment.
• Exceptional organizational skills with attention to detail.
• Proactive mindset with problem-solving and discretion when handling sensitive material.
• Strong communication skills and professionalism across diverse teams.

Responsibilities

• Provide full admin support to SVP, Head of Business & Legal Affairs, and SVP, Head of Production, including calendar, scheduling, meetings, expenses, and travel.
• Liaise between studio, business & legal affairs, and production teams; ensure timely follow-up on tasks.
• Take meticulous notes in meetings and distribute to stakeholders.
• Track project deadlines, milestones, and contract timelines across departments.
• Draft, route, and track various agreements (ICAs, temp staff, corporate documents).
• Organize production documents (scripts, outlines, call sheets, budgets, reports).
• Maintain checklists, production reports, governance logs, and weekly status grids.
• Support contract management system for rights tracking as needed.
• Route signatures and file fully executed agreements in Google Drive/shared server.
• Create location and character breakdowns for development projects.
• Maintain filing system for all production documents; ensure accessibility and compliance.
• Coordinate meetings and correspondence (email, mail, couriers, FedEx).
• Assist with writer/development payments; coordinate with Accounts Payable and third parties; ensure benefit contributions.
• Liaise with parent company on governance matters.
• Run redlines, update contacts, and manage document versions for production and legal needs.
• Greet guests and host meetings; prepare outgoing communications in physical and digital form.
• Support special projects and adapt to shifting priorities in a high-pressure environment.

Skills

Multitasking

Organizational skills

Proactivity

Communication

Discretion

Job description

Topic Studios seeks an Executive Assistant to provide high-level administrative support to the SVP, Head of Business & Legal Affairs, and SVP, Head of Production. The role is fast-paced and highly integrated with multiple business units, requiring proactive problem-solving and professional communication across teams.

The ideal candidate remains calm under pressure, organized, and capable of handling confidential material with discretion in a dynamic entertainment-tech environment.