Executive Assistant

Job Description

The Job

This position provides administrative support and performs various administrative duties for the SVP of the labor relations department and other senior labor executives in the labor department.

The Daily
• Creates and maintains feature production files for all Warner Bros. & independent production company features and the database of union agreements relevant to each feature.
• Creates and maintains separate files for union correspondence, negotiations, and grievances for over 40 different unions in Los Angeles as well as other union/guild agreements nationwide and internationally.
• Gathers & coordinates data regarding pending union and guild claims, audits, and production issues with appropriate internal and external representatives.
• Investigates and responds to SAG-AFTRA Background and Principle Actor claims as needed. Interacts with production personnel, casting representatives, payroll and union/guild Business Representatives as required.
• Completes and submits signatory applications and letters of guarantee to DGA, SAG-AFTRA and WGA for each film.
• Maintains various union/guild claim logs, creates files and tracks claims.
• Creates and maintains confidential employee litigation files and log.
• Track the status of WGA Reacquisitions for Labor Relations, Business and Legal Affairs.
• Track the status of American Federation of Musician banking and exchange program and foreign prorations. Coordinates with Labor and Music Department.
• Tracks the status of the union signatory application, pre-production labor meetings and other set up required for each film.
• Processes Union/Guild late payment of dues notices. Interacts with internal and external contacts as required.
• Creates and updates departmental production contact list.
• Reviews, sorts and organizes various production correspondence i.e. deal memos, production reports, travel authorizations, scripts, etc.
• Creates & updates department notebooks, logs, files and file lists.
• Performs file room administration, including maintenance & tracking of all current & historical files.
• Answers heavy phones, screens, logs and places calls.
• Coordinates international & domestic travel & hotel accommodations.
• Arranges supervisor's calendar and schedules meetings.
• Opens, reviews, records, distributes, organizes and prioritizes mail.
• Acts as back up support to department's executive staff on an as needed basis in the absence of their Assistants.
• Makes photocopies of reports, documents and other materials, sends & receives faxes & E-mails, and orders supplies.
• Creates and maintains various files, records, indexes and logs.
• Greets clients, production executives, crewmembers, creative staff and WB executives.
• Performs other related administrative tasks or projects as assigned.
• Assembles paperwork, folders, schedules meetings and drafts correspondence for pre-production meetings with Production Executives, Unit Production Managers, Production Accountants and Transportation Coordinators and other on-production staff as needed .
• Performs other related duties as assigned.

The Essentials
• High School diploma or equivalent required.
• College degree preferred.
• Previous administrative support experience required.
• Previous Labor Relations and/or Legal experience preferred.
• Previous experience working in a confidential environment preferred.
• Must have proficiency with Windows XP, Excel, Office XP, Outlook XP, Filemaker Pro.
• Must be able to communicate effectively & tactfully with persons on all levels in person & on telephone.
• Must be able to pay close attention to detail and understand written & oral instructions.
• Must be able to work independently; must be able to take initiative.
• Must be able to organize & schedule work effectively; must be able to handle multiple tasks.
• Must be able to work well under time constraints; must be a team player.

Jobcode: Reference SBJ-gx9kmz-3-137-174-216-42 in your application.