A production secretary provides administrative support to a production team, typically in manufacturing, film, television, or theater, handling scheduling, communication, and paperwork so that production runs smoothly. This role is distinct from a general secretary because it is tied to the specific workflow of creating a product or show, with duties that shift daily based on production deadlines.
What Does a Production Secretary Actually Do?
Day-to-day tasks vary by industry, but the core function is to keep the production organized. In a factory setting, a production secretary might track machine output and log maintenance requests. In a film or TV production, they handle call sheets, distribute scripts, and book travel. Common responsibilities include:
- Typing and distributing meeting minutes, schedules, and production reports
- Managing calendars for producers, directors, or plant managers
- Answering phones, screening calls, and relaying messages between departments
- Ordering office supplies and maintaining inventory of production materials
- Processing purchase orders, invoices, and expense reports
- Maintaining filing systems for contracts, permits, and technical documents
- Coordinating travel arrangements and accommodation for crew or visiting staff
- Updating production databases and tracking progress against milestones
For example, in a theater production, the secretary might coordinate rehearsal schedules with the stage manager, while in a food manufacturing plant, they might log batch numbers and safety inspection dates. The common thread is that the secretary is the hub of administrative information for the production team.
Typical Requirements and Skills
Most employers require a high school diploma or equivalent, though an associate degree in business or a related field can help. Experience with office software (word processing, spreadsheets, email) is usually essential. Industry-specific knowledge is often learned on the job, but some skills are universally valued:
- Strong typing speed (often 50+ words per minute) and accuracy
- Excellent organizational skills and attention to detail
- Ability to prioritize tasks under tight deadlines
- Clear written and verbal communication
- Discretion when handling confidential information like salaries or contracts
- Familiarity with production terminology (e.g., “call sheet,” “change order,” “batch number”)
In film and TV, a production secretary often starts as a production assistant and works up. In manufacturing, they might come from a clerical background and learn the production process on site. Certifications are not typically required, but a course in project management or industry-specific software can be an advantage.
How the Role Differs from a General Secretary
A general secretary handles routine office tasks like scheduling meetings, managing correspondence, and maintaining files for a whole office. A production secretary, by contrast, is embedded in a production cycle. Their work is driven by deadlines—like a film shoot date or a product launch—so the pace is faster and the tasks are more varied. For instance, a general secretary might spend the morning on routine email, while a production secretary might have to arrange an urgent equipment rental or revise a call sheet minutes before a shift starts. The production secretary also often works closely with technical staff (engineers, directors, designers) rather than just management, which requires a broader understanding of the production process.
Salary and Job Outlook
Salaries for production secretaries vary widely by industry and location. According to the U.S. Bureau of Labor Statistics, the median annual wage for secretaries and administrative assistants (a broader category) was around $46,000 in May 2023, but production secretaries in entertainment or specialized manufacturing can earn more, sometimes $50,000–$60,000 or higher in major cities. Entry-level positions might start around $30,000. The BLS projects about a 3% decline in employment for secretaries overall from 2022 to 2032, but that varies by sector—film and television production can be cyclical, while manufacturing is steadier. Overtime is common during peak production periods, and some roles are unionized (e.g., in film under IATSE), which can affect pay and benefits.
Common Challenges and How to Handle Them
One of the biggest challenges is the unpredictable nature of production. Schedules change last minute, and the secretary must adapt quickly. For example, a factory might have a machine breakdown that delays a shipment, requiring the secretary to reschedule client meetings and update logistics. In film, weather can delay a shoot, meaning the secretary must rebook crew and locations. Another challenge is managing multiple stakeholders—production managers, crew, suppliers—each with different priorities. Miscommunication can lead to costly delays, so clear documentation is critical. To handle these challenges, experienced production secretaries often:
- Keep a detailed daily log of decisions and changes
- Use digital calendars and shared documents to ensure everyone sees updates
- Build good relationships with vendors and crew to speed up problem-solving
- Stay calm under pressure and maintain a professional tone
A common misconception is that the job is just “answering phones.” In reality, a production secretary often acts as a junior coordinator, and many use it as a stepping stone to production manager or executive assistant roles.
How to Write a Production Secretary Job Description
If you’re an employer writing a job description, be specific about the industry and production cycle. A vague description attracts unqualified candidates. Include the following:
- Job title: Use “Production Secretary” or “Production Administrative Assistant” depending on the level.
- Department: Specify whether it’s for a film unit, factory floor, or theater.
- Key responsibilities: List 5–8 concrete tasks, like “prepare daily production reports” or “coordinate travel for visiting technicians.”
- Qualifications: State required education, software skills, and any industry experience.
- Working conditions: Mention if overtime, weekend work, or travel is expected.
- Reporting line: Indicate who the secretary reports to (e.g., Production Manager).
Production Secretary Job Description Template
Job Title: Production Secretary
Department: Production
Reports To: Production Manager
Job Summary: Provide administrative support to the production team, ensuring efficient workflow and communication.
Key Responsibilities:
| Task | Frequency | Notes |
|---|---|---|
| Prepare production reports | Daily | |
| Schedule meetings and appointments | As needed | |
| Process purchase orders and invoices | Weekly | |
| Maintain filing system | Ongoing | |
| Coordinate travel arrangements | As needed |
Qualifications: High school diploma; 2 years of administrative experience; proficiency in MS Office.
Working Conditions: Overtime may be required during peak production periods.
Sample filled-in version (fictional): “Prepare daily production reports” – In a widget factory, the secretary logs units produced and defects each shift.
Frequently Asked Questions
What is the difference between a production secretary and a production assistant? A production assistant (PA) is often an entry-level role focused on physical tasks like running errands, setting up equipment, or directing crew. A production secretary is more clerical, handling paperwork, scheduling, and communication. In some industries, the titles overlap, but a secretary typically has more administrative responsibility and may work in an office rather than on the floor.
Do I need a degree to become a production secretary? No, most employers require only a high school diploma or equivalent, but relevant experience or an associate degree can help. In film, a degree is not as important as networking and experience.
What software should I learn? Microsoft Office (Word, Excel, Outlook) is standard. Industry-specific software like scheduling tools (e.g., Movie Magic Scheduling) or ERP systems (e.g., SAP) may be required in manufacturing. Learning basic spreadsheet formulas and database management is a plus.
Is this a good career for someone who wants to move up? Yes, many production secretaries advance to production coordinator, office manager, or executive assistant. The role gives you a broad view of the production process, which is valuable for management.
How do I get experience without prior production work? Start with temporary office work, volunteer for community theater or local events, or take a course in production management. You can also look for internships at production companies or manufacturing firms.
What are the typical working hours? It depends on the industry. In film and TV, hours can be long and irregular, often 10-12 hour days during shoots. In manufacturing, it’s usually a standard 9-to-5, but overtime may be needed during deadlines.