Executive Assistant, Motion Picture Marketing Services

Job Description

The Worldwide Marketing Service team facilitates the full compliance of all legal, MPA, guild requirements and music clearance needs for all theatrical marketing materials! Responsible for the creation of all WW Print materials. This process involves concept design, comp layout, creating final mechanicals, finishing final art for one line or print. We are looking for an Executive Assistant for the Senior Vice President of Marketing Services Worldwide! This assistant will handle administrative duties day-to-day, have flexibility, excellent social skills, project coordination experience, and can work well with all levels of internal management and staff, as well as outside vendors.

Primary Duties & Responsibilities:
• Handle supervisors' daily phones, calendar, and expense report, and reschedule meetings when necessary
• Schedule meetings and arrange travel
• Coordinate all facility and IT issues for the department
• Process departme1nt vendor invoicing
• Coordinate workflow
• Take initiative in supervisor's absence
• Keep projects on schedule and put preliminary work in play
• Maintain procedures manual to ensure steady performance of routines
• Handle communications on own initiative or from supervisor's directive
• Compose correspondence/reports for own or supervisor's signature
• Arrange essential correspondence in priority action order for supervisor
• Research, draft or abstract reports
• Handle all inquiries within the scope of your delegated responsibilities
• Prepare agenda in advance for meetings
• Perform to earn supervisor's full confidence
• Assure discreet handling of all business
• Screen visitors to control interruptions
• Provide back-up data as needed
• Arrange amenities, schedule conference rooms and provide lot passes as needed
• Create and Distribute departmental documents such as, trailer targets, competitor ratings, marketing summaries, release charts, contact sheets, and merchandising and commercial tie summaries
• Improve/tighten storage/retrieval systems
• Update and manage index and desk manual
• Set up ''tickler'' and ''exception reporting'' system to handle routines without supervision
• Routinely re-order department supplies
• Update mail/phone directories and administrative manual regularly
• Handle administrative detail, on projects
• Seek greater role in projects within administrative and other areas of competence

Basic Qualifications:
• BA/BS degree in Marketing/Advertising or related/similar field
• 1-2 years of previous work experience in Marketing or Advertising preferable (strong internship experience considered)
• Proficient with Microsoft Outlook, Word, Excel and PowerPoint

Additional Qualifications:
• Excellent communications skills (written & verbal)
• Have the ability to handle several tasks simultaneously while maintaining a high degree of accuracy
• Organized and work well under time constraints
• Ability to meet deadlines, handle several project elements simultaneously
• Ability to work in a fast-paced environment required
• Experience in communicating and working with senior executives
• Knowledge of new media marketing technologies such as Internet, Mobile, Webcasts, Co-promos, etc.
• Able to work with secure and confidential materials and keep proprietary information safe

ViacomCBS is an equal opportunity employer (EOE) including disability/vet.

Jobcode: Reference SBJ-dy79wq-18-119-107-96-42 in your application.