Administrative Coordinator - Production

Administrative West Hollywood, California


Administrative Coordinator - Production

Whalerock Industries is currently looking for an Administrative Coordinator who will be responsible for organizing and maintaining schedules, call sheets, staff lists, production reports, and other administrative information from multiple productions along with other relevant corporate information for Whalerock Industries. This role includes day to day coordination between internal/external teams as well as updating and maintaining the master productions schedule. This individual will need to effectively map resources against priorities and be the hub for all information across their designated projects. This position will provide administrative support for our Head of Production and Head of Studio. The ideal candidate… 


  • Manage, review, and prioritize the master production calendar with the objective of meeting production deadlines and business goals
  • Manage master calendar across productions and projects
  • Serve as bridge between productions and internal Whalerock Industries teams to ensure both sides receive pertinent updates in a timely manner
  • Be the advocate for the production and the problem-solver first in line to help keep everything on track
  • Coordinate executives’ daily calendars, including setting meetings, pitches and calls
  • Facilitate departmental and inter-departmental meetings and communication, as required
  • Manage phones and roll calls
  • Prepare presentations and research reports, as well as help with writing pitch decks
  • Make travel arrangements and accommodations and process expense reports
  • Assist in business-related research and projects, as assigned
  • Interface with senior executives, networks, agencies, and talent to maximize communication and information flow
  • Create, track and organize production legal documents
  • File and organize resumes, reels, crew contacts and production calendars
  • Manage links and assets


  • Comfortable with receiving frank, direct feedback and offering the same in a professional, composed manner
  • Extremely detail-oriented, takes initiative, and has impeccable follow-through
  • Able to juggle multiple projects and schedules on tight deadlines
  • Someone who can work collaboratively throughout an organization
  • Excellent at time management and highly organized
  • Driven, and likes to take the initiative


  • 2-3 years prior experience working in an administrative or coordinator role at a studio, network, agency, or production company
  • Bachelor’s degree or equivalent preferred
  • Managed administrative work for large projects that were on schedule and at various stages of production
  • Strong analytical, planning, and organizational skills, and the ability to prioritize competing demands
  • Excellent interpersonal, verbal, and written communication skills