EXECUTIVE/ADMINISTRATIVE ASSISTANT Job at TBN in Fort Worth

Job Summary: As an Executive/Administrative Assistant, you will provide crucial administrative support within the television production environment. Your role involves facilitating the smooth operation of the TV production office, handling administrative tasks, Travel Coordination and Expense Reporting, and supporting the production team to ensure efficient workflow and successful television program creation.

Responsibilities:

• Calendar and Schedule Management: Support in scheduling meetings, appointments, and production-related activities, coordinating calendars, and arranging travel when necessary.
• Document Preparation: Assist in preparing scripts, rundowns, call sheets, and other production-related documents, ensuring accuracy and proper formatting.
• Communication Support: Serve as a point of contact for internal and external communications, handling phone calls, responding to inquiries, and managing emails.
• File and Data Management: Organize and maintain production files, databases, and records, ensuring easy access and proper organization of information.
• Meeting and Production Support: Assist in organizing and preparing for production meetings, ensuring required materials and resources are available for the team.
• Administrative Assistance: Provide general administrative support to the production team, including photocopying, filing, and other office tasks as needed.
• Travel Arrangements: Coordinate and book travel accommodations, including flights, accommodations, transportation, and other logistics for production team members, talent, and guests.
• Itinerary Planning: Develop comprehensive travel itineraries, ensuring accuracy, timeliness, and adherence to production schedules and commitments.
• Expense Reporting: Collect, organize, and process expense reports for the production team, verifying receipts, reconciling expenses, and ensuring adherence to budgetary guidelines.
• Budgetary Oversight: Assist in managing travel budgets, tracking expenses, and seeking cost-effective solutions for travel arrangements without compromising quality.
• Policy Compliance: Ensure compliance with company travel policies, including reimbursement guidelines and expense reporting procedures.
• Vendor Communication: Liaise with travel agencies, hotels, and transportation services to secure bookings, negotiate rates, and resolve any travel-related issues.

Qualifications:

• Proficiency in office software and tools (Microsoft Office Suite, scheduling software, etc.).
• Excellent organizational and time-management skills, especially in a fast-paced production environment.
• Strong communication and interpersonal abilities, as you'll be interacting with various team members and external contacts.
• Attention to detail and ability to multitask effectively in a dynamic TV production setting.
• Previous experience in administrative roles, especially within a television or media production environment, is beneficial but not mandatory.
• Proficiency in travel booking systems and expense management software.
• Strong organizational and time-management skills in coordinating travel logistics.
• Attention to detail and accuracy in handling financial documentation and expense reports.
• Excellent communication and interpersonal abilities for effective vendor communication and team coordination.
• Familiarity with budget management and cost-effective travel solutions.
• Previous experience in administrative roles, with a focus on travel coordination and expense reporting, is advantageous.