Art Directors Guild
IATSE Local 800

Operations Coordinator

Based in Studio City, CA

 

Position Title: Operations Coordinator   
Classification: Non-Exempt; Full-Time
Department: Operations    
Reports To: Director of Operations
Hours: Monday through Friday, Frequent Evenings & Occasional Weekends    
Travel: 3%

JOB SUMMARY
The Operations Coordinator supports the Director of Operations by coordinating all meeting scheduling, calendaring, initiations, and follow-through. In addition, this position supports all operations related to the analytics of the operations department and includes the creation and administration of meeting minutes and all related file maintenance. Meeting administration, including management of all related handouts. Research various subjects and report the findings to the direction of the Director of Operations.

RESPONSIBILITIES AND DUTIES
The Operations Coordinator is responsible for supporting the Operations Department, specifically the Director of Operations. Duties include scheduling meetings, tracking, sending reminders, organizing catering when necessary, imputing, and verifying meetings in the Outlook global calendar and Google calendars for ADG functions. Tracking, proofreading, and taking meeting minutes. Posting all meeting minutes on the ADG website. Compiling, organized, and distributing board, council, and committee packets using meeting agendas for guidance. Maintain the ADG minutes files to keep them in order and current. Maintain up-to-date council, board, and committee member information and status in the Outlook Contacts list, Council & Committee Database, and RSVP listings. And other such duties as assigned by department directors or executive management.

Duties, responsibilities, and activities may change, or new ones may be assigned at any time.

COMPETENCIES
Understanding of and appreciation for a union service organization. Knowledge and experience within a labor organization or an organization that supports a labor organization(s). Understanding and experience with below-the-line production and the production hierarchy. Experience auditing and reporting findings of internal processes and work products. Ability to take and proofread meeting minutes. Able to complete assignments with attention to detail and a high degree of accuracy. Strong interpersonal skills, including tact, diplomacy, and flexibility to work effectively with staff, senior administration, members, and the general public. Ability to interpret, comprehend, and communicate contractual language. Excellent written and verbal communication skills. Well organized and attentive to detail. Must have excellent anticipatory skills.

PHYSICAL DEMANDS
Must be able to remain stationary for 75% of the time. Occasionally move about and inside the office to access file cabinets and office machinery. Must be able to lift up to 25 pounds. Continuously operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Frequently communicates with members, staff, and others regarding Guild business. Must be able to exchange accurate information in all situations.

Ability to work in teams and provide member services during typical office hours, occasional weekends and evenings, and periodic travel.

SUPERVISORY RESPONSIBILITIES
None

PREFERRED EDUCATION & EXPERIENCE
Must have a GED or high school diploma. A bachelor's degree is preferred. Experience in a labor union environment with advanced knowledge of union contracts and membership services-related functions. Understanding of motion picture and television production process and the terminology used in the industry. Must have experience creating and presenting reports that document complex data. Must have experience with databases and utilize MS Office. Intermediate to advanced knowledge of Word, Excel, and Outlook. Must have familiarity with Adobe products—exposure to Constant Contact, Dropbox, Survey Monkey, and other web-based tools. Excellent customer service, professional attitude, and appearance are a must.

Salary: $65K annually based on experience.

To Apply:
Please submit your cover letter and résumé in confidence no later than 5:00 pm, Thursday, April 13, 2023, to: rose@adg.org

This position falls within the jurisdiction of OPEIU 537, and a successful applicant will be required to fulfill their obligations in that regard.

We want to thank all applicants for applying; however, only those applicants selected for an interview will be contacted.