Executive Assistant

Job Description

SUMMARY OF POSITION:

Responsible for tracking all deal memos, long-forms, package and license fee information for WBTV and Warner Horizon Scripted Television. Interprets legal and financial information and records it into various systems and reports.

JOB RESPONSIBILITIES:

Inputs, updates and maintains data in the TDM CRM system for WBTV. Data includes script payment authorizations, charge-offs, script development deals, options/rights, network script coverage, penalties, development fees, overall deals, as well as, Housekeeping deals.
Organizes, updates and maintains (filing) a WBTV library of deals, license fee information, audits, and financial reports for the purposes of audits, research, billing and other ad-hoc requests. Maintain electronic filing in Outlook.

Monitors development receivable in TDM CRM system in order to bill networks for script coverage, option payments, and development fees.

Prepares Pilot and Series Sheets that provide detailed information of all necessary financial and deal related commitments for A-T-L deals, breakage, license fees, and back-end information WBTV. Sheets are utilized by Business Affairs, Participations, Estimating, Production, and Accounting.

Assists with quarterly network billing by drafting billing memos and providing back-up documentation for Production Accounting to bill specific networks, researching payables in SAP and updating TDM CRM to record steps received and paid amounts for WBTV

Maintains development receivable invoices and documentation electronically and in Library for the Network ''Billing'' binders under appropriate networks. Tracks billings and network payments for WBTV. Cross-checks pending billing memos with receivables report to determine if projects have been billed and pinpoint invoicing that have not been created.

Responsible for assembling the NY Binders by compiling the most updated license fee paperwork, package information, overall deal terms, budgets and NY sheets by show for each network.

Partner with Financial Administration by providing research on payments paid and received. Requests payment authorizations and charge-offs to ensure timely and accurate payment schedules for deals negotiated.

Provides administrative duties as follows:
• Answer telephones, screen, log and place phone calls.
• Schedule appointments and meetings.
• Open, record and distribute incoming mail.
• Prepare correspondences.
• Make photocopies and scans documents.

Maintains files stored off-site at Iron Mountain and maintains accurate records managed outside the office.

Stays current with status reports, amendments to contracts, or any changes to deals. Assists when necessary with any reports or deadlines.

Creates and maintains financial schedules, reports and charts, working extensively with Excel, SAP, Access and Easy Budget programs.

Performs other related duties as assigned.

JOB QUALIFICATION STANDARDS

Work Experience

Previous secretarial or administrative background required.

Previous studio television Legal and/or Business Affairs experience highly desirable.

Education, Professional Training, Technical Training or Certification

High School diploma or equivalent required. Some college strongly preferred

Knowledge/Skills

Typing: 55 wpm

Fastnotes or Shorthand a plus

Proficient MS Word and Excel.

Knowledge of report and letter format.

Ability to interact professionally with all levels of the company

Must maintain current and accurate records, files, etc. and have general knowledge of standard filing procedures.

Must be multi-task oriented in a fast pace environment.

Excellent written and verbal skills.
Other Requirements

Must have good grammatical skills.

Must be able to prepare logs, reports, and such.

Must be able to operate various office machines, such as the photocopying machine, fax, etc.

Must be able to pay close attention to detail.

Must be well organized.

Must be able to communicate effectively.

Must be able to set up and maintain accurate, up-to-date files and records.

Must be able to handle confidential information.

Must be able to work under constant deadlines.

Must be able to handle phones.

Must be able to maintain a professional attitude at all times.

Jobcode: Reference SBJ-d58yx0-3-136-154-103-42 in your application.