executive assitant / craft service manager

Role: Executive Assistant / Craft Service Manager

Company: Parabolic NY

About Parabolic NY

Parabolic NY is a full-service audio production facility for film and television located in Manhattan, New York. The studio offers sound editorial, ADR recording, Foley recording, and mixing under one roof to streamline the production process. The facility supports a wide range of projects, providing professional, end-to-end audio solutions for clients across the New York City Metropolitan Area.

Role Description

The Executive Assistant / Craft Service Manager is a full-time, on-site role based in the New York City Metropolitan Area. This position supports senior leadership with calendar management, scheduling, correspondence, travel coordination, and preparation of documents and reports. The role also oversees craft services, including ordering and stocking food and beverages, and managing kitchen and lounge areas. Daily responsibilities include coordinating meetings and sessions, greeting visitors, maintaining office organization, and liaising with clients. The person in this role will collaborate closely with post-production teams to anticipate needs, maintain a welcoming environment, and ensure smooth studio operations.

Key Responsibilities

• Support senior leadership with calendar management, scheduling, correspondence, travel coordination, and preparation of documents and reports.
• Oversee craft services, including ordering and stocking food and beverages.
• Manage kitchen and lounge areas.
• Coordinate meetings and sessions.
• Greet visitors.
• Maintain office organization.
• Liaise with clients.
• Collaborate closely with post-production teams to anticipate needs.
• Maintain a welcoming environment.
• Ensure smooth studio operations.

Requirements & Tech Stack

• Proficiency with common office software and tools (e.g., email, spreadsheets, word processing, shared calendars).
• Ability to work on-site full-time in Manhattan.
• Ability to work occasional early, late, or weekend hours as production schedules require.

Qualifications

• Strong administrative and organizational skills, including calendar management, scheduling, document preparation, and attention to detail.
• Excellent communication and interpersonal skills to interact professionally with clients, crew, vendors, and internal team members.
• Experience in facilities or office coordination, including managing supplies, craft services, and maintaining clean, functional common areas.
• Sound problem-solving skills.
• Ability to prioritize tasks in a fast-paced production environment.
• Relevant experience in film, television, or audio production environments is beneficial.
• A high school diploma or equivalent is required.
• Additional education or training in administration, hospitality, or media production is a plus.