Executive Assistant

Job Description

Looking for an enthusiastic, bright, and proactive individual to join our International Publishing and Production team to assist Chief Executives in their efforts to create and develop cutting-edge content.

Position Scope:

A non-exempt position under the general direction of the Chief Executive Officer (CEO) and Chief Operating Officer (COO), with existing administrative experience and who will be responsible for assisting CEO and COO, coordinating meetings, maintaining records, establishing schedules, and other assigned administrative duties including office maintenance.

Essential Duties:

1. Provide administrative support to the CEO and other executives.
2. Prepare and review executive level presentations, business correspondence, letters, reports, spreadsheets, and other corporate correspondences.
3. Research and handle special projects.
4. Arrange board of directors or shareholder meetings.
5. Provide multi-lined telephone coverage, receive and deliver messages, coordinate and prioritize meetings, arrange travel for executives, maintain all business calendars, process check requests, order supplies and filing; maintain accurate and systematic filing system.
6. Ship and receive packages along with confidential documents.
7. Receive and direct visitors, issue parking validation and maintain the reception area.
8. Act as primary contact with building management and related third party contractors.
9. Assist with Human Resources and hiring of interns.
10. Assist with the development, presentation, and dissemination of multi-media design materials.
11. Maintain positive working relationships with publishing and producing partners along with international offices.
12. Continuously strive to provide excellent customer service, interpersonal communication, and serve as a source of accurate company information.

Education, Experience and Skills Required:

1. Bachelor’s Degree (MBA preferred).
2. Prior administrative assistant experience at the executive level (preferably 2-3 years in the entertainment industry).
3. Excellent organizational, multi-tasking, verbal and written communication skills.
4. Must have a forward-thinking, proactive mindset — assessing situations and anticipating required materials and action well in advance.
5. Ability to read, write and communicate effectively in English with above-average understanding of grammar; bilingual in French a plus.
6. Ability to maintain corporate confidentiality at all times.
7. Practical application of Word, Excel, Calendar and Mail for Mac environment (Adobe Creative Suite a plus).
8. Tech savvy.
9. Interest in the graphic novel/comic book, film or entertainment industry a plus.
10. Typing 60 wpm.
11. Valid driver’s License.

Physical Requirements:Visual/hearing ability sufficient to comprehend written/verbal and telephone communication. Ability to sit for long periods, standing, computer entry, walking, repeated bending, lifting and carrying up to 20 lbs, reaching. Ability to travel within and outside the county as needed.

Environmental Requirements:Must be able to work indoors in a predominately sedentary position. Wide range of physical motion required to include bending, twisting, standing, walking, carrying boxes and supplies, sitting for long periods of time, answering the telephone, using hands to type and enter data and perform a wide-range of office and clerical duties. Must consistently maintain composure and meet office challenges with maturity, objectively and strive to deliver the utmost in customer service at all times.

Scheduling and Availability:Due to the nature of the industry and communication with international offices working hours are variable, which may include evenings and weekends. Generally, office hours are from 9:00 am to 6:00 pm, Monday through Friday with one hour for lunch. Position is 40+ hours per week.

Will be expected to work from office but in the event of travel or stay-at-home safety protocols, must be able to work remotely. Applicants must be fully vaccinated for Covid-19 (as per CDC definition) to be at the Hollywood offices.

Jobcode: Reference SBJ-rvo0q0-18-191-195-110-42 in your application.