Overview of the role
A post-production assistant (PPA) works within the post-production team, providing administrative support to the post-production coordinator (PPC). They support the PPC by collating and distributing information, checking availability of rooms and studio space, and day-to-day housekeeping within the post-production (post) team and cutting room.
Download the PDF version of this skills checklist here: Post-Production Assistant Skills Checklist.
Core responsibilities
These core responsibilities are provided as a guide and are not exhaustive. The exact responsibilities in a particular job will vary depending on the scale / budget band / genre of the production.
- Assist the PPC to keep a post calendar up to date
- Assist the PPC in managing diaries and calendars
- Take and distribute notes of meetings
- Create distribution lists
- Assist the PPC when required, by sending key documents and schedule updates (with the approval of the post-production supervisor (PPS))
- Prepare and manage the following documents for post during the shoot: script versions tracker; post contacts lists including post vendors and visual effects (VFX), and post cast list
- Interpret a creative brief to identify and source relevant third-party material
- Assist the PPC in researching relevant usable content
- Check availability of studio space for editorial / automated dialogue replacement (ADR) / offices
- Researching international travel for crew, as well as domestic cars or trains
- Assist the PPC with coordinating any travel required for the post and editorial team to and from facilities / review sessions
- Book couriers, and track parcels, both logistically and financially
- Holder of petty cash or petty cash card, responsible for getting lunches and refreshments
- Log, report and reconcile all petty cash with finance
- Assist with issuing and logging of purchase orders (POs)
- Troubleshoot and fulfil day-to-day needs, such as stationery and catering, flagging any issues to PPC or PPS
- Track footage, backups and their associated drives
- Textless background tracking and spotting
- Keep an up-to-date log of what footage is being stored on which linear tape-open (LTO) tapes, and where everything is
- Work with the various post, edit and VFX teams to coordinate the movement of media on drives
- Keep accurate logs of all drives and their location, fulfilling any logistical requirements
- Assist the PPC to manage a tracking document for all third-party material (stock footage / audio / stills) being used by a project
- Collate dailies paperwork into a cloud-based, industry standard software and upload: camera reports, sound reports, dailies reports, LTO manifests
- Carry out research for clearances on all stock footage, stills, and audio
- Assist with child licences if required: liaise with parents / agent / local council to apply for licence and amend post schedule based on availability
- Collect data in a confidential, consistent and organised manner
- Comply with current legislation and regulations covering data protection
- Assist the PPC to manage the creation of final delivery paperwork, such as post contact lists and post cast list
- Assist the PPC to coordinate the logistical delivery of all assets to their required destinations
- Assist the PPC in the delivery of paperwork, such as paid ads, billing block / credits
Skills
Check out role specific skills, transferable skills and attributes for the role of post-production assistant.
- Organise and control post-production logistics and supplies
- Liaise with other departments, acting as a contact point for post-production
- Provide PPC and post personnel with up-to-date information on post-production activities, paying attention to detail
- Communication: interpreting other’s requirements and communicating requirements to departments and colleagues
- Teamworking: collaboration within own and with other departments, liaising with data wranglers, VFX, ADR, edit and production
- Networking: investing time in networking activities, building a network of business contacts and establishing rapport with others quickly and effectively
- Planning: planning practical requirements for transport and resources to meet post production needs
- Resilience and enthusiasm: adapts positively to changing work priorities and patterns, ensuring deadlines continue to be met. Proactive and explores new ideas and non-standard ways of working which will enhance and deliver the best results for the production
- Productivity: organises work effectively and achieves required results within deadlines. Demonstrates the drive and energy to get things done in pressurised situations and escalates appropriately when necessary
- Ethics and integrity: honest and principled in all of their actions and interactions. Respectful and inclusive of others, and meets the ethical requirements of their profession
- Flexibility: willing to both listen and learn and to accept changing priorities and working requirements and has the flexibility to maintain high standards in a changing production environment
- Professional development: develop an ethos to learn and seek out learning and networking opportunities, identifying those that will be most beneficial