Executive Assistant Jobs in First Look Media New York, NY

The ideal candidate is a dynamic, highly organized, detail-oriented problem solver who thrives working with a tight-knit team within a larger organization. They are self-motivated, professional, even-tempered and capable of managing their workload and prioritizing tasks in a fast-paced start-up environment. They are creative, generative and take pleasure in doing meaningful work with a team and have a passion for entertainment.

Responsibilities:

• Coordinate and manage calendars, scheduling, calls, zooms and meetings.
• Maintain call sheets for both execs
• Manage preparation for internal and external appointments including conference calls and circulating schedules/ agendas
• Track and manage submission process for inbound material, maintaining active grids and tracking follow ups and helping to prioritize
• Liaise within studio and with legal, finance and other internal departments as needed
• Help manage workflow for execs, with guidance from execs and execs' direct reports
• Manage follow-up for internal Topic Studios meetings, this includes taking notes in all department meetings and making sure executives are aware of and complete necessary next steps.
• Coordinate follow-up for execs' meetings with external parties (buyers, production companies, agents, managers, and talent)
• Work with Head of Production, Topic Studios, NY to plan and track department wide travel and event attendance.
• Support execs and their direct reports in creative services – making decks, sizzle reels, support material – in conjunction with the Topic St team in New York
• Book travel and accommodations and running complex calendars for Sundance, Cannes, and other key markets
• Submit monthly expense reports
• Other appropriately related projects/duties as assigned
  
  

Qualifications:

• 1-3 years administrative experience, supporting senior execs, talent agency or studio experience a plus
• Exceptional in MS Office (Specifically Excel, Word, and Outlook) and OS applications (Pages, Numbers, Keynote)
• Strong typing skills
• Excellent oral and written communication skills
• The ideal individual will be highly organized and motivated, able to manage multiple tasks under tight time frames, and a self starter who is able to work both independently and function well within a team.
• The individual will demonstrate strong independent judgment and a high degree of interpersonal effectiveness to be able to deal with stakeholders across various levels both internally and externally.
• Demonstrated ability to work in a team environment where flexibility, keeping others informed and anticipating needs is essential.
• Must be proficient in computer and current technology-based office support applications - bonus for proficiency in design software.
• Relationship builder and able to interact professionally and confidently with internal executives and external contacts including high end talent and industry professionals.
• Ability to function efficiently in a fast-paced, multi-discipline environment.
• Self-starter with strong analytical and problem-solving skills.
• Entertainment experience preferred, passion for movies and television a plus.