Administrative Assistant

Job Description

Responsibilities
Overview
The Administrative Assistant is responsible for supporting all day-to-day activities undertaken by SVP, International Marketing. This is a globally focused role and includes managing schedules, coordinating meetings and handling travel arrangements. This role will also include the preparation of presentations, tracking of key actions required and direct liaison with senior level stakeholders both internally and externally across all international territories.

Responsibilities:
• Manages complex schedule and coordinates meetings with internal and external parties across multiple time zones utilizing multiple calendars, often balancing very strict demands of high-level filmmakers and studio heads, and anticipating problems and conflicts in advance
• Compiles meeting agendas for weekly Senior Management team meetings
• Coordinates travel schedules and arrangements, collects required travel documentation
• Builds presentations on Microsoft Keynote/PowerPoint for meetings, conferences and events
• Establishes and maintains positive relationships with internal and important external clients
• Maintains proper recordkeeping and filing system for all work
• Composes and types routine e-mail correspondence
• Performs basic administrative tasks, e.g. photocopying and filing
• Assists other department members as necessary and serves as back up for the desk of President of Worldwide Marketing
• May assist in making arrangements for temporary help, storage, etc.
• Handles extremely heavy phones, and acts as back up for the marketing team
• Prepares and processes P-card and expense reports in accordance with established divisional travel policy guidelines; Ensures the timely processing of expenses utilizing the latest electronic processes for payment to Corporate credit card

Qualifications/Requirements
Basic Qualifications:
• Bachelor's Degree or 3+ years of experience supporting a senior level executive
• Proficient in Microsoft Word, Outlook, PowerPoint, Adobe, Excel and Keynote
• Knowledge of all basic office equipment required

Eligibility Requirements:
• Interested candidates must submit a resume/CV online to be considered
• Must have unrestricted work authorization to work in the United States
• Willingness to work evenings and weekends with short notice and be flexible with hours

Desired Characteristics
• High degree of professionalism and the ability to interface well with Senior Level management
• Demonstrable senior EA experience: a truly committed individual who has experience supporting a manager across difference time zones
• Experience with advanced international travel bookings and able to navigate meticulous itineraries and demands abroad
• Ability to think globally whilst respecting cultural norms and accommodating local demands and requirements
• Ability to work independently and show a very strong sense of initiative and intuition
• An expert communicator with the ability to communicate with all levels especially senior executives – able to follow up on meeting action points and communicate these to necessary parties
• Demonstrates initiative by confidently self-starting improvements to office procedures, reports and processes and requires minimal supervision
• Pays attention to multiple details and multiple tasks while minimizing errors
• Demonstrates ability to work on a team and willingness to give assistance to co-workers in other areas
• Must be able to maintain department business with the utmost confidentially
• Demonstrates experience working in, and a positive attitude toward, a rapidly changing business environment
• Excellent organizational, analytical and administrative skills, together with developed interpersonal skills, telephone manner and attention to detail

Jobcode: Reference SBJ-d5pkv7-18-191-21-86-42 in your application.