Executive & Production Assistant

Definite Films; New York (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

A creative studio in New York is looking for a highly organized assistant to support founders in various administrative and production tasks. This full-time, in-person role involves maintaining schedules, assisting on set, and managing logistics. Ideal candidates should have 1–3 years of experience, strong organizational skills, and proficiency in tools like Google Workspace and Monday.com.

Qualifications

• 1–3 years of experience in a creative production or media environment.
• Calm under pressure and able to anticipate needs.
• Eager to learn and grow in a collaborative environment.

Responsibilities

• Maintain calendars, schedule meetings, and manage follow-ups.
• Assist with CRM entries and client tracking.
• Prepare contracts and production paperwork.
• Support on-set production and manage gear.

Skills

Organizational skills

Written communication

Proficiency with Google Workspace

Detail-oriented

Tools

Monday.com

Adobe Acrobat

Excel/Sheets

Job description

Direct message the job poster from Definite Films

Definite Films is a New York–based creative studio producing cinematic video and photography for leading luxury and beauty brands including Tiffany & Co., Lancôme, Cartier, and Chanel. We create high-quality internal, training, and brand storytelling content for some of the most recognizable names in the world.

We’re a small, focused team entering a new phase of growth—building structure around sales, operations, and production so our directors can focus on creative work. This role bridges both office and the set, offering a clear path for someone who wants to understand the full lifecycle of high-end creative production.

The Role

We’re looking for a highly organized, resourceful, and hands‑on assistant to support our founders across administrative, sales, and production tasks. This person will be based in our Manhattan studio five days a week and will play an active role in ensuring smooth operations—from managing logistics to helping on set.

Key Responsibilities

• Maintain calendars, schedule meetings, and manage follow‑ups.
• Assist with CRM entries, Monday.com updates, and client tracking.
• Prepare contracts, SOWs, and production paperwork from templates.
• Help assemble decks, proposals, and marketing materials.
• Research new business leads and assist with outreach tracking.

Production & Operations

• Coordinate and pick up equipment rentals, props, and supplies.
• Support on‑set production: manage releases, organize gear, assist crew.
• Ensure all set documentation and releases are completed accurately.
• Organize post‑shoot asset delivery and manage drive logistics.
• Maintain studio readiness, office organization, and equipment storage.

Requirements

• 1–3 years of experience in a creative production, agency, or media environment.
• Excellent organizational and written communication skills.
• Proficiency with Google Workspace, Monday.com (or similar), Adobe Acrobat, and Excel/Sheets.
• Driver’s license and comfort with NYC‑area travel for pickups and shoots.
• Calm under pressure, detail‑oriented, and able to anticipate needs in fast‑paced settings.
• Eager to learn and grow within a collaborative, high‑standard creative environment.

Nice to Have

• Familiarity with camera, lighting, and audio equipment.
• Interest in luxury, fashion, or beauty brands.
• Experience with creative tools (InDesign, Photoshop, or similar).

Details

• Full‑time, in‑person position based at our Manhattan studio.
• Reports directly to the Creative Director / CEO.
• Opportunities for growth into Production Coordinator or Operations Manager.

To Apply

Direct message the job poster from Definite Films