Executive Assistant

Job Description

The Job

The Executive Assistant supports the Vice President, Global Publicity and assists with administrative tasks, day to day correspondence, press and event coordination, and other aspects within the Global Publicity department.

The Daily
• Arranges executive calendar and travel; schedules meetings, independently or as directed.
• Composes, prepares, and distributes memos, reports, and other documents in addition to handling memos and correspondence for supervisor's review & signature.
• Greets clients, talent, creative staff & executives and acts as talent liaison at special events; Works events, screenings, premieres, and press days as needed.
• Maintain solid relationships with talent reps and assistants
• Prepares purchase orders and follows up on payments including maintaining vendor billing and CFI process.
• Responsible for maintaining film budgets and updating on a weekly basis
• Oversees team's status reports, publicity reports, screening programs, quote memos, and daily breaks while servicing publicists, filmmakers, executives, and talent representatives.
• Coordinates travel, negotiates hair and makeup rates within company guidelines and schedules, while maintaining extensive itineraries for filmmakers & talent
• Liaises with media publicists to see what pieces on various films will be airing, compiles and communicates the information to filmmakers and talent.
• Assists with research for upcoming projects and films and participates in brainstorming and creative meetings and takes meeting notes when necessary.
• Answers heavy phones – screens and handles non-priority calls, logs & places calls.
• Maintains various files, records, indexes, and logs including A/V recordings on films.
• Prepares expense reports.
• Maintains and orders office supplies

The Essentials
• High School Diploma or equivalent required.
• Must have the ability to communicate effectively and tactfully with personnel at all levels, in person and on the telephone.
• Must be detail-oriented and take both written and oral instructions.
• Must have exceptional organizational and public relations skills.
• Must have the ability to handle multiple tasks work under time constraints
• Must have the ability to work with highly motivated artists and filmmakers.
• Must be able to work extensive overtime as needed as well as weekends.
• A high level of proficiency with Microsoft Office 365 (Word, Excel, Outlook, Teams, SharePoint, and PowerPoint) required
• Previous secretarial or assistant experience required.
• Previous publicity experience in the entertainment industry is required.

The Nice to Haves
• College Degree preferred

Jobcode: Reference SBJ-gx6k8o-13-58-216-18-42 in your application.