Executive Assistant, Film & Non-Fiction

The Position:

Topic Studios is seeking a sharp, highly organized, and deeply motivated Executive Assistant to support the Head of Film & Documentary and SVP, Non-Fiction. This is a high-expectation, high-output role at the center of a fast-moving creative environment spanning feature films, documentaries, non-fiction & unscripted television and will be highly integrated into a larger team working across development, production, financing, festivals, and release strategy.

The ideal candidate is calm under pressure, relentlessly proactive, and genuinely passionate about film, television, and culture. They should love being indispensable, thrive in a busy atmosphere, and take pride in keeping things running seamlessly behind the scenes. Agency desk experience is strongly preferred.

This position is a unique and excellent opportunity work closely with senior executives and gain real exposure to how projects are developed, packaged, produced, and brought into the world.

Responsibilities

Manage an active and ever-changing call sheets, calendars and agendas across internal and external meetings, including talent calls
Coordinate meetings (often across multiple time zones) with speed, precision, and professionalism.
Roll calls and maintain constant awareness of schedule flow throughout the day.
Anticipate needs several steps ahead and proactively solve scheduling or logistical conflicts before they arise.
Serve as a key point of contact on behalf of the execs for agents, managers, lawyers, producers, buyers, publicists, and internal teams.
Arrange domestic and international travel while keeping up with last-minute changes.
Track and manage submissions, screenings, cuts, festivals, premieres, and priority deadlines.
Organize and prepare materials for meetings including scripts, decks, research, notes, coverage, and briefing documents.
Read and evaluate incoming material; maintain organized logs of projects and submissions.
Help coordinate screenings, dinners, events, and festival schedules.
Handle expenses, invoices, and general administrative operations with accuracy and discretion.
Maintain confidentiality across sensitive creative, business, and personnel matters.
Be a steady, solutions-oriented presence in a fast-paced and highly productive environment.

Qualifications

1–3+ years of relevant assistant experience; agency, management company, studio, production company strongly preferred.
Experience supporting desks with significant scheduling volume and shifting priorities.
Excellent judgment, oral and written communication skills, and professional instincts.
Exceptional organizational skills and attention to detail.
Relationship builder and able to interact professionally internally and externally, including high end talent and industry professionals.
Comfortable interfacing with high-level talent representatives and senior executives.
Strong writing skills and polished email etiquette.
Genuine passion for film, television, documentaries, and the entertainment business.
Deep familiarity with the industry landscape, filmmakers, talent, and current releases is a plus.
Enthusiasm for and fluency in pop culture, internet culture and specificity-of-taste a plus
Resourceful, resilient, discreet, and positive under pressure.
No task too big or too small mentality.

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.

First Look Media

Open Positions

Executive Assistant