Production Department Secretary – TV Animation

About the role

The Production Department Secretary serves as the communication hub for a television series production, supporting executive producers, line producers, and the broader crew. This role handles scheduling, expense reporting, script distribution, and crew‑morale activities, ensuring smooth day‑to‑day operations.

Key responsibilities

• Coordinate and schedule meetings for Executive Producers and the Line Producer.
• Maintain the production calendar and answer phones, taking messages and managing emails for senior staff.
• Compile, verify, and distribute show credits.
• Prepare and process expense reports according to DTVA procedures.
• Post record memos to show servers and distribute materials.
• Interact with writers, line producers, and story editors to prepare and distribute scripts at all stages.
• Partner with the script department to manage premise, outlines, script versions, ADR scripts, and pick‑ups.
• Format ADR scripts promptly for recording.
• Communicate with the Casting Department to ensure materials are available for sessions and assist the casting coordinator as needed.
• Complete travel authorizations and coordinate domestic and international travel for crew.
• Order supplies through SAP E‑Source and approved vendors.
• Organize team‑building activities such as potlucks and birthday celebrations.
• Serve as point of contact for facilities and crew needs.
• Perform filing, photocopying, and other administrative tasks as assigned.

Required profile

• Ability to oversee multiple tasks and solve problems in a fast‑paced environment.
• Positive attitude with flexibility.
• Excellent organizational, verbal and written communication skills.
• Proficiency with Mac or PC and strong knowledge of Microsoft Office.

Required skills

• Microsoft Office
• SAP E‑Source