Full Time Job

Executive Assistant

Warner Media

Burbank, CA 09-08-2021
Apply @ Employer
  • Paid
  • Full Time
  • Mid (2-5 years) Experience
Job Description

SUMMARY OF POSITION:

Under direct supervision, performs secretarial and administrative duties for EVP and 3 SVPs, International 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. Performs other related duties as required.

JOB RESPONSIBILITIES:

Updates timelines, distribution groups, and workflow calendars for assigned projects & activities originating out of home office. Maintains and updates asset collection/distribution tools and databases on various platforms (Adstream, Wiredrive, PIX, SharePoint, BOX, Excel) Coordinates vendor relationships and cross-departmental workflow for areas like premium items, character costumes, and prize packages utilized in theatrical campaigns for all titles. Assists in coordination of special events, conferences, and other projects as needed. Answers telephone and screens, logs, and places calls. Arranges executive calendar or schedules meetings, independently or as directed. Coordinates international and domestic travel and hotel accommodations for departmental team. Handles all aspects of travel for the EVP and 3 SVPs, including expenses reporting. Types correspondence, reports, schedules, agendas, etc. Maintains various files, records, indexes and logs. Makes photocopies of reports, documents and other materials. Responsible for department budget invoices as necessary (SAP). Responds to inquiries, audits and codes invoices. Ensures all purchase order requests are signed and entered into the shopping cart. Prepares check requests or expense reports for departmental team. Opens, reviews, records, and distributes or organizes mail. Greets clients, talent, creative staff, and executives. Performs other related duties and/or special projects as assigned.

JOB QUALIFICATION STANDARDS

Work Experience

Minimum 3 years previous executive secretarial experience strongly preferred.

Education, Professional Training, Technical Training or Certification

High School diploma or equivalent required.

Knowledge/Skills

A high level of proficiency with MS Word, Excel, Outlook, Teams, SharePoint, and PowerPoint required.

Experience with Warner Bros. internal platforms a bonus (Adstream, PIX, Wiredrive, Aspera, BOX).

Must be tactful with personnel at all levels of company.

Must be discreet with departmental information.

Must be able to prepare clear & concise reports, manuals, etc. for management.

Must maintain current & accurate records, files, etc. and 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 the ability to proofread and review reports and documents.
Other Requirements

Ability/flexibility to work overtime as needed.

Must have the ability to communicate effectively and tactfully with colleagues, vendors, clients, talent and other levels of personnel at all levels, both internally and externally.

Must have the ability to pay close attention to detail and understand written and oral instructions.

Must have the ability to organize and schedule work effectively.

Must have the ability to work well under time constraints.

Must be able to handle multiple tasks.

Must have ability to work well under pressure.

Must have ability to take initiative and work with limited supervision.

EQUIPMENT AND SPECIAL MATERIALS

Computer, printer, telephone, photocopy machine, fax machine, and etc.

Management has the right to add or change duties and job requirements at any time.

Jobcode: Reference SBJ-ro35z2-3-238-95-208-42 in your application.