Executive & Production Assistant

Direct message the job poster from Definite Films

Definite Films is a New York–based creative studio producing cinematic video and photography for leading luxury and beauty brands including Tiffany & Co., Lancôme, Cartier, and Chanel. We create high-quality internal, training, and brand storytelling content for some of the most recognizable names in the world.

We’re a small, focused team entering a new phase of growth—building structure around sales, operations, and production so our directors can focus on creative work. This role bridges both office and the set
, offering a clear path for someone who wants to understand the full lifecycle of high-end creative production.

We’re looking for a highly organized, resourceful, and hands‑on assistant to support our founders across administrative, sales, and production tasks. This person will be based in our Manhattan studio five days a week and will play an active role in ensuring smooth operations—from managing logistics to helping on set.

• Maintain calendars, schedule meetings, and manage follow‑ups.
• Assist with CRM entries,  updates, and client tracking.
• Prepare contracts, SOWs, and production paperwork from templates.
• Help assemble decks, proposals, and marketing materials.
• Research new business leads and assist with outreach tracking.

• Coordinate and pick up equipment rentals, props, and supplies.
• Support on‑set production: manage releases, organize gear, assist crew.
• Ensure all set documentation and releases are completed accurately.
• Organize post‑shoot asset delivery and manage drive logistics.
• Maintain studio readiness, office organization, and equipment storage.

• 1–3 years of experience in a creative production, agency, or media environment.
• Excellent organizational and written communication skills.
• Proficiency with Google Workspace,  (or similar), Adobe Acrobat, and Excel/Sheets.
• Driver’s license and comfort with NYC‑area travel for pickups and shoots.
• Calm under pressure, detail‑oriented, and able to anticipate needs in fast‑paced settings.
• Eager to learn and grow within a collaborative, high‑standard creative environment.

• Familiarity with camera, lighting, and audio equipment.
• Interest in luxury, fashion, or beauty brands.
• Experience with creative tools (InDesign, Photoshop, or similar).

• Full‑time,
  in‑person position based at our Manhattan studio.
• Reports directly to the Creative Director / CEO.
• Opportunities for growth into Production Coordinator or Operations Manager.

Direct message the job poster from Definite Films