What Does a Production Secretary Do and How Do You Become One?

A production secretary is an entry-level role responsible for the administrative and organizational tasks that keep film and television productions running smoothly. Success in this position requires strong organizational, communication, and problem-solving skills, and it serves as a critical stepping stone to more advanced careers in production management. Gaining relevant qualifications, building administrative experience, and demonstrating a genuine passion for the industry are the most effective ways to secure this role.

What is a Production Secretary?

A production secretary, also known as a production assistant, handles the clerical duties essential to a film or TV production. They are a key part of the production management department, often running the production office or supporting the team on location. Their work is highly variable but primarily administrative, involving tasks like managing paperwork, coordinating logistics, and handling communications to ensure the production stays on schedule and within budget.

What Skills Are Required to Be a Successful Production Secretary?

To thrive in the fast-paced environment of a film set, a production secretary needs a specific set of skills. Based on industry assessments, the following capabilities are crucial:

• Communication: Strong verbal and written skills are non-negotiable for working effectively with the director, cast, crew, and external contacts. Active listening—the practice of fully concentrating on and understanding what is being said—is vital for accurately fielding queries and following complex instructions.
• Organization: This role involves managing a significant amount of paperwork, including film licenses, invoices, contracts, and DBS checks (a UK-based disclosure and barring service check for criminal records). The senior production team relies on the secretary to have all necessary information and regulatory documents readily available.
• Data Management: Production secretaries create and maintain various logs throughout a project's lifecycle. These can include child actor time sheets, contracts, and filming hour reports, requiring meticulous attention to detail in both hard-copy and digital formats.
• Problem-Solving: The unpredictable nature of film sets demands the ability to think quickly and source solutions independently when unexpected issues arise.
• Time Management: Especially in smaller teams where a secretary may also assist the director, flexibility and the ability to prioritize a wide range of tasks against tight deadlines are essential.

How to Become a Production Secretary?

Breaking into the competitive film and television industry often starts with an entry-level role like a production secretary. Here is a practical, step-by-step path based on common industry routes:

1. Complete Basic Education: A secondary school education, including passes in core subjects like English and Maths, forms a essential foundation for further study and demonstrates basic competency to employers.
2. Consider Further Education: While not always mandatory, a degree or vocational qualification from an institution like the National Film and Television School (NFTS) can make your application stand out. Relevant courses include Production Management, Media Studies, or Film and Television Production.
3. Build Administrative Skills: Prioritize developing current computer, word-processing, and note-taking skills. These core secretarial abilities are often more immediately critical than specific film knowledge for the day-to-day tasks of the role.
4. Gain Practical Experience: This is a key differentiator. Consider an apprenticeship or internship with a production company. Even short placements provide invaluable real-world experience, expand your professional network, and enhance your CV.
5. Demonstrate Industry Passion: Employers look for candidates with authentic interest. You can show this by joining a film club, creating a portfolio of your own projects, or visiting relevant museums and exhibitions.
6. Prepare a Targeted CV and Apply: Create a concise CV that highlights your administrative skills and any relevant experience or demonstrated passion for film and television. Persistence is often required, as these roles are in high demand.

What Does a Typical Day Involve?

The duties of a production secretary are diverse, ensuring no two days are exactly alike. Typical responsibilities include:

• Answering and fielding phone calls.
• Writing and responding to emails.
• Organizing critical paperwork like licenses, release forms, and contracts.
• Coordinating transport, accommodation, and on-set catering.
• Managing time sheets, data entry, and inventory logs.
• Booking meeting rooms and writing minutes.

In summary, the most effective path to becoming a production secretary involves a combination of formal education, practical experience, and the development of robust administrative skills. This role is not just a job but a foundational career step, offering unrivaled exposure to the filmmaking process and opening doors to advanced positions in the industry.