Studio/Production Assistant

Our client, one of the most famous Advertising Agencies in the world is looking for a Studio/Production Assistant for their Tokyo team.

They are looking for someone to work on film/print/digital and design production. The role will report to the Creative Ops Director.

• Estimates/Invoices/Documentations: Builds Studio production estimates, processes internal billing into the system, creates POs, and coordinates external/freelance designer’s availability, costs and paperwork (NDA, Vendor form etc). Works closely with Creative Ops, Brand, Production, and Finance team for budgets, estimates, invoices, and deliverables. Helps create rate cards/price lists for specific clients.
• Workflow, resources, and assignment: Responsible for staffing & workload management for Studio. Also support Creative Ops for Creatives when needed.
• Freelance management: Identify freelance designer options, initial reach out, clarify scope, negotiation, paperwork (new vendor form/contract), issue POs, and processing invoices. Constantly building relationships with creative freelancers is crucial.
• Project management: Need to fully understand the workflow and production in order to put together Studio costs and manage resources. Regular meetings with Creative Ops and Producers are essential to align on work scope, schedule and finance.
• Archiving and File management: Ensure all the files/data the company produces are organized and in the proper location and archived. Works closely with Design, Brand team and Producers.
• Font management: Works closely with IT and Producers, to ensure all font licenses are purchased for both desktop and commercial licenses as needed.
• Translation/interpretation: Assist designers on translation/interpretation for meetings internally and externally when needed.
• Internal projects: Help produce local/global internal projects and events.
• Editor Diary Management: In charge of the editors schedules and books them for productions as requested by producers.
• Financials for editors: Organizes estimates and billings for Editors invoices across all client projects, working closely with producers, finance and Head of Production

• Ability to create estimates and track production costs
• Project Management
• Ability to handle multiple projects under tight deadlines
• Proactive, with a high level of organization
• Promoting process improvement
• Ability to communicate with external partners in a professional manner
• Self motivation
• Good listening skills
• Flexibility and willingness to adapt to changes
• Fast at comprehending and roll out the given task
• Patience and ability to maintain a professional demeanor
• Editing abilities a plus
• Design abilities and knowledge a plus
• Film production background a plus

Education, Experience, and Licensing Requirements:

• Bachelor’s or master’s degree in Film, Communications, Design, Advertising, or related field
• 3-5 years of managing design and/or creative team, project management, broadcast production experience, or advertising
• Proficient in Microsoft Word and Excel, Adobe softwares

Attractive Compensation and benefits package on offer.

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