Leading global production and post-production company specializing in feature film, television, and commercial advertising is seeking an executive assistant to support the CEO and management team. This position undertakes the traditional EA responsibilities, as well as undertaking special marketing, sales, and operational projects assigned by the CEO. This is a dynamic role that requires a proactive planner and thinker who is an excellent communicator, extremely organized, professional, and solution-oriented, with an extreme attention to detail.
Responsibilities:
- Plan, coordinate, and ensure the executive schedule is updated and respected, interacting with both internal and external executives and assistants to coordinate a variety of complex meetings for CEO
- Serve as primary point of contact for all staff, clients, and prospective clients on all matters pertaining to organizing meetings, making travel arrangements, and coordinating office support
- Take thorough notes during meetings and ensure that documents, reports, and correspondence are labeled, saved, and shared to be easily accessible for all stakeholders
- Work under tight deadlines, remain aware of shifting priorities, anticipate last-minute changes, and make necessary adjustments, ensuring contingency plans are always in place
- Document and execute follow-up on action items without fail or delay
- Use of extreme discretion to keep all company information confidential and private at all times
- Undertake specific sales, marketing, operational projects
- Schedule high-level meetings both internally and externally
- Greet visitors, clients, and staff, providing information and assistance as needed
- Ensure that appropriate materials and background information are available and understood in advance for meetings and calls
- Organize logistics for travel, studio tours, and other events
- Complete expense reports and reconcile monthly credit card statements
- Track all executive-led initiatives to ensure proactive monitoring, frequent input/feedback, and successful conclusion
- Coordinate and manage management team’s projects, logging corresponding files and materials into company database
- Create PowerPoint presentations and decks as requested by prospective clients
- Execute special interdepartmental media asset/marketing projects
- Coordinate across multiple divisions to see executive and assigned projects through to successful completion
- Use of independent judgment to handle/resolve conflicts internally and externally
- Other duties, as required and assigned
Qualifications:
- Bachelor’s degree or related work experience
- Strong career interest in business development, operations & sales
- Experience working with senior level executives
- Experience in film, TV, or commercial advertising company a plus but not required
- Proven logistical and organizational skills and abilities
- Ability to communicate effectively with people at all levels of management and handle highly confidential matters
- Excellent verbal and written communication skills
- Exceptional interpersonal skills: must be charismatic and have ability to communicate strategically and respectfully with all clients and staff
- Reliable and trustworthy with unfailing ability to operate with discretion
- Able to maintain composure in an extremely fast-paced, creative environment
- Impeccable attention to detail, with outstanding time management skills and the ability to work quickly and efficiently
- Skilled at managing high-level volume of work and deciphering immediate needs from what can wait
- Outstanding computer skills are required including but not limited to proficiency in MS Word, Excel, Teams, and PowerPoint
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