Executive Assistant

Job Description

The Job

Performs secretarial and administrative duties for EVP Worldwide Marketing, including answering telephones, typing correspondence, scheduling appointments, making travel arrangements, managing invoicing and department reporting, ordering supplies and select vendor coordination to ensure successful outcomes for the department.

The Daily
• Arrange executive calendar and schedule meetings, independently or as directed; Assist in coordination of special events, conferences, and other projects as needed.
• Screen, log, and answer/place calls, in addition to greeting clients, talent, creative staff, and executives.
• Update timelines, distribution groups, and workflow calendars for assigned projects & activities originating out of home office.
• Coordinate international and domestic travel, and hotel accommodations for departmental team. Handle all aspects of travel, including expense reports.
• Type correspondence, reports, schedules, agendas, etc. Maintain various files, records, indexes, and logs. Make photocopies of reports, documents, and other materials.
• Responsible for department budget invoices as necessary (SAP). Respond to inquiries, audits, and code invoices. Ensures all purchase order requests are signed and placed into the shopping cart. Prepare check requests or expense reports for departmental team.
• Open, review, record, and distribute or organize mail.
• Perform other related duties and/or special projects as assigned.

The Essentials
• High School diploma or equivalent required.
• A high level of proficiency with Microsoft Office 365 (Word, Excel, Outlook, Teams, SharePoint, and PowerPoint) required.
• Must be tactful with personnel at all levels of company and be discreet with departmental information.
• Must be able to prepare clear & concise reports, manuals, and maintain current & accurate records, files, etc. Have general knowledge of standard filing procedures.
• Must be a proficient writer, to take the lead on marketing copy and reporting.
• Must have exceptional organization and communication skills with the ability to handle multiple projects simultaneously.
• Must be detail-oriented and have ability to proofread and review reports and documents.

The Nice to Haves
• Minimum 3 years previous executive secretarial experience strongly preferred.
• Experience with Warner Bros.

Jobcode: Reference SBJ-gw9w5y-3-145-108-9-42 in your application.