Real Stories From a Real PA: Part 1

What the heck is it like to be a PA? What's the down and dirty stuff you need to know in order to survive in this cut-throat world of being on the bottom rung? To answer these questions, I've decided to start a new series called "Real Stories from a Real PA," in which I'll post... (wait for it...) real stories from a real PA. And so, let's get started with our first production assistant. She's got tips and tricks on how to be an efficient productivity machine, she's brutally honest about what she really learned in film school, and I've put a lot of effort into placing some cute pictures around the article to illustrate her points. Let's dive in with the first tip:

Tip #1: Streamline your work.  For example, we had a large cut distribution list, and each person had to have their name and their number stamped on their DVD.  To add to this we had an ancient DVD labeler that would jam and have temper tantrums all the time.  I would ask the Assistant editor to get me a cut's TRT [Total Run Time] as soon as possible and while the cut was being output I would begin labeling DVDs and stamping them with each person’s number.  This way when the cut was ready I had at all the DVDs ready to burn and usually already loaded into the DVD tower.

Tip #2: Try to line up your runs so you can do them in a big loop.  This doesn’t always work out, of course, because sometimes there’s an emergency delivery.  But whenever possible I would coordinate with the post coordinator as to what needed to go where that day and then set out after dailies to do everything in one giant loop of LA.  That way I could be back for any afternoon cuts going out.

Tip #3: Check food orders before you leave the restaurant.  This is important and it keeps you from having to run back and forth in traffic. [Note from CRC: Seriously, check your food orders. People WILL make you go back for the extra rice they ordered.]

Tip #4: Check traffic before you leave for anywhere and know some alternate routes in case you run into any jams.  This really is learned from driving around LA but by the end of my PAing I usually knew 2 or 3 ways to get anywhere.  This will help your sanity since there’s nothing worse than feeling stuck and claustrophobic in traffic.  

Tip #5: Own up to your mistakes.  Everyone makes mistakes.  If you let people know early enough they can be fixed.  If you try to pretend they never happened somewhere down the line it may come back to bite you and it'll be much worse than if you had let someone know when you made the mistake.  For example, a tape may not be where it needs to be right before delivery and then everyone has to rush like a crazy person to fix it and that means you’ll probably be put out in traffic in the middle of rush hour.

Tip #6: Really everything I did as a PA, I did to try and keep me out of rush hour traffic.  Because I hate traffic.  I also strongly recommend audio books because then you don't feel so much like you are wasting away in a car all day.

Last notes: Film school taught me the fundamentals of film and media making as well as the basics of the software used, such as the Avid, Final Cut and Photoshop.  Film School, at least the one I went to, didn’t teach us how to be a PA, it taught us we could be a writer, actor, director or DP.  Then, when I got out to LA and realized there are literally hundreds of jobs and different skills that can be used to build a career in the film and television industry and being a PA is a great way to get your foot in the door of whatever department you hope to build your career in.  Also, my school had it’s film and TV departments separate, which doesn’t make too much sense, since they use many of the same techniques and technologies these days.  The main differences really lie in budget and time.  I only point this out because I was a film student and have had great luck and success in TV and don’t really feel a pressing need to break into features.  But anyway I guess I’ve learned to be patient and talk to people.  Being a PA sucks but you meet people and those people were once where you are and they can help you and offer advice as to how you can get to where you want to go.  And then, when opportunities do arise, take them and put in the extra effort to get all you can out of them, this may mean going in on weekends or staying after work to help someone or learn something on your own time while they happen to still be working.  And also I guess just know that there is more to the entertainment industry than just directing, writing and acting, unless those are the things you really want to do.  

Thank you, anonymous friend! Stay tuned for more Real Stories from real PAs!

What Makes an Awesome PA?

Where would 30 Rock be without Kenneth the Page? PA's, Pages, and assistants are the sturdy foundation of any film department or production company. Should you find yourself in an entry level position wondering whom to emulate, the qualities of this tireless, overachieving, entry level individual pictured left should be what you strive for. He is always the first one in and the last one out of the office. Instead of knowing what needs to be done he's already done it. He's freakishly efficient. He never complains. Most importantly, he does all this with a smile. Since Kenneth the Page is a fictional character on a television show, I was unable to sit him down for an interview. Here is something almost as good: I've enlisted the help of some friends who have PA's working underneath them to tell you what makes a great PA. Who better to hear from than someone who might be your future boss? Well, Kenneth the Page would have been great, but these guys have some excellent advice as well. Listen up.

[Note from CRC: The people interviewed in this article work in post production, but you can see how their anecdotes translate to all kinds of PAs, assistants, entry level workers, and even pages like Kenneth!]

GRACE WHITEHOUSE is a Post Production Supervisor on one of my new favorite shows, Sons of Anarchy. Post Production Supervisors are pretty near the top of the ladder, so she knows what it takes to move up. When I asked Grace if I could borrow the SOA box set what makes an awesome PA, here's what she had to say:

Going the extra mile without being asked - I think it's great when a PA offers to do something that you didn't ask, like 'oh I started looking for stock footage, just in case it comes up'.  Taking the initiative goes a long way because it shows that you care about your job and want to actually help the team, it's more than just a paycheck.  It's not only helpful to the rest of the staff, but I would imagine it gives the PA a sense of accomplishment, instead of just running around doing what they're told.

Memory - I should only have to explain how to do something once (or twice, maybe), if you have a bad memory, write down notes as we talk.  A lot of what we do in post repeats for every episode, so the last thing I want to do is explain the process every time it comes up.  For example, you should know what tapes you're picking up for dailies or after an online or for a final delivery and what to do with them.

Learn how to do my job - The way to move up is by doing work above your pay grade.  I'll gladly let go of some of my responsibilities so that a pa can learn how to do it.  Having that extra responsibility is key to moving up.  The next time you go on an interview, you can say, yes, I have scheduled ADR or yes, I have dealt with purchase orders and vendors.  I know it's hard to take on extra responsibilities when you're so busy with runs and what not, but part of it is learning how to juggle all of the work.  Whether you go the editor route or the coordinator/supervisor route, you have to know how to juggle multiple tasks at once and how to prioritize so you might as well get used to it as a PA.

Thanks, Grace. And about that box set...?

As an Assistant Editor, my friend Lisa probably isn't going to be your direct boss in the office, but she is definitely going to be someone you will want to impress if you enter into post production. Assistant Editors have a huge work load and PA's can either make their life a tiny bit easier or a living hell. Here's some suggestions Lisa has on what makes a good impression:

- Being proactive in such tasks as remembering the daily routine such as dailies paperwork and doing it before being asked.

- Knowing how to listen, thereby both learning things for yourself and assuring you do the job right.

- Having a positive attitude and being someone who adds, not subtracts, to the well-being of the group because we are, after all, a team.     

"If I think of the worst PAs I've ever had, they are always the ones who think they are too good to be PAs and know how to do my job better than I do.  They think their college experience has prepared them better than actual work experience, forgetting the fact that the people above them have most likely been to college themselves.  They treat people on the lower rungs of the ladder as unimportant without realizing that those are the exact people who will take them up to the next rung. They don't bother to do their own job correctly because they are too busy trying to move up. I have, on occasion, seen this tactic succeed but more often than not, it fails and people leave the business after a relatively short time because their unrealistic expectations are not met. 

In short, there is no difference between a Hollywood job or any other job.  If people like you and trust you, you will go far."

Ahh, Lisa, you must have read the Check-Your-Ego Checklist! 

As a Post-Production Coordinator on such shows as In Treatment and Flight of the Conchords, GORDON LI-RON is a post PA's direct boss. His equivalent in a production office would be a production coordinator. Post-production has Post-Production Coordinators, production has Production Coordinators. Get it? Good. Now get what he says:

"Be positive.  Thousands of people would kill to be where you are so remember that before complaining about a task you don't want to do.

Take initiative and ownership of your work.  If your being micro managed, you might be doing something wrong or you may be working for a tool."

Well put, Gordon.  Short and sweet, just how we like it here in SpartLa.

If you have any short and sweet questions or suggestions about what it takes to do an entry level job well, please feel free to continue the discussion below in the comments section!