Executive Assistant

Job Description

Description

Position at Industrial Light & Magic

Position Summary:

The EA will perform a multitude of activities to support the smooth day-to-day running of the executive team's schedules and will communicate and collaborate effectively with all departments globally. The EA will also help to provide cover in times of absence for the EA to the EIC, Creative Director and VFX Supervisor.

The Executive Assistant provides a professional, proactive and flexible support to the London Studio Executive team. Key responsibilities include:
• Complex diary management
• International travel co-ordination
• Arrangement of reviews, interviews and client meetings
• Organising and managing team building and social events
• Reconciling expenses
• High profile client liaison

Primary Responsibilities:
• Organise and maintain diaries and making appointments for the Executives on a daily basis
• Act as the Executives' first point of contact with people from both inside and outside the organisation
• Prepare reports by researching and analysing information and produce briefing papers and presentations if required
• Prepare extensive personal and company expenses and collaborate with Finance to ensure invoices and expenses
• are processed in a timely manner
• Liaise with recruitment and talent teams to schedule reviews and interviews and ensure the relevant feedback
• Assist with booking all travel and accommodation requirements
• Compile travel itineraries to ensure that the executives are 100% supported and prepared for their travel
• Provide support for the D&I initiatives and groups across the Studio - arranging meetings, speakers, working with training providers
• Attend management meetings, calling for agenda points and take minutes as required
• Book all meeting rooms and facilities as requested

Key Peers or Relationships

Executive Team, Production, Finance and all other operational support teams

Job Requirements

Education / Experience:
• Educated to degree level or equivalent extensive work experience
• Proven extensive experience within an Executive Assistant role required.
• Experience of working within a fast-paced and creative industry delivering high levels of service required

Required Skills / Competencies:
• GCSE English & Maths or equivalent qualification
• Proven experience within an Executive Assistant role required
• Experience of working within a fast-paced and creative industry delivering high levels of service required

Preferred Skills / Competencies:
• Experience of working within a US organisation beneficial
• Experience of project management beneficial

Technical Skills

Highly computer literate. Must be proficient with the following software; All Google Tools, MS Word, Excel

Jobcode: Reference SBJ-rj80zw-18-191-88-249-42 in your application.