Executive Assistant (Topic Studios)

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 a highly organized Executive Assistant to provide administrative duties for the company's Head of BALA and Head of Production. This is a high-expectation, high-output role at the center of a fast-moving studio. The role will be highly integrated into a larger team working across all aspects of the company’s businesses.

The ideal candidate is calm under pressure, relentlessly proactive, and genuinely passionate about the intersection of entertainment, business and technology.

Job Requirements

• Provide full administrative support to the SVP, Head of Business & Legal Affairs, and the SVP, Head of Production, including calendar management, scheduling, meeting coordination, expense reports, and travel arrangements.
• Act as a liaison between the studio, business & legal affairs, and production teams, ensuring effective communication and timely follow-up on tasks.
• Take meticulous notes during all relevant meetings (departmental, production, corporate governance, and project-specific), ensuring accurate documentation and timely distribution to stakeholders.
• Maintain a high level of organization by tracking project deadlines, milestones, contract timelines, and deliverables to ensure smooth progress across departments.
• Assist with drafting, routing, and tracking agreements, including independent contractor agreements, temporary employee agreements, corporate formation documents, and unanimous written consent agreements.
• Track and organize production documents for all Topic projects including but not limited to: scripts, outlines, prep schedules, call sheets, production reports, budgets, hot costs, and cost reports.
• Maintain and update departmental checklists, active production reports, corporate governance logs, and weekly status grids.
• Assist with agreement and rights tracking through the company’s contract management system (shared server), upon request.
• Route and collect signature requests, distribute fully executed agreements to internal and external parties, and maintain accurate filing in the company’s document management systems (Google Drive, shared server).
• Create location and character breakdowns for projects in development and pre-production.
• Maintain the company’s filing system for all production documents, ensuring accuracy, accessibility, and compliance.
• Track and coordinate all incoming and outgoing meetings, calls, and correspondence (including email, mail, couriers, and FedEx).
• Assist with writer and development payments for narrative and documentary projects, including processing approvals, working with Accounts Payable, coordinating with third parties, and ensuring proper benefit contributions (PH&W) when applicable.
• Liaise with the parent company for corporate governance matters as required.
• Run redlines, update contacts, and manage document versions for both production and business and legal affairs needs.
• Greet and host guests as needed, ensuring their business requirements are met.
• Prepare and send outgoing communications, both physical and digital.
• Support special projects and other duties as assigned, adapting quickly to shifting priorities and personalities in a high-pressure environment.

Key Skills & Attributes

• Proven ability to multi-task, prioritize projects, and pivot quickly in response to changing needs.
• Exceptional organizational skills and attention to detail.
• A go-getter that’s able to take direction but also be proactive in making suggestions and finding solutions.
• Aptitude to learn quickly, problem-solve independently, and exercise discretion and diplomacy when handling confidential or sensitive material.
• Strong communication skills and the ability to maintain professionalism with diverse personalities and situations.

Pay range and compensation package

Compensation (NYC Only): This is an hourly role with the hourly rate being determined based on relative experience, skillset and other job-related factors. For reference, similar roles within the company earn $55,000-$65,000 per annum in hourly wages.

We are an Equal Opportunity Employer - People of color, people with disabilities, women, and LGBT candidates are strongly encouraged to apply; we are committed to a diverse workplace, and to supporting our staff with ongoing career development opportunities.