Assistant to the President and CEO
American Film Institute
Los Angeles, CAThis was removed by the employer on 8/5/2015 6:28:00 PM PST
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Full Time Job
The Assistant to the President and Chief Executive Officer is responsible for a high level of multi-tasking across all core senior-level administrative functions. This includes the accurate preparation and proper distribution of materials emanating from the Office of the president and CEO; acting as a liaison across the organization to facilitate the exchange of key information; and ensuring that the president and CEO's office functions effectively and efficiently on a daily basis. The Assistant is also responsible for providing a professional atmosphere for staff, clients, executives and other third parties through organization, diplomacy and maturity.
Principal Duties:
• Provide all core administrative functions to the Office of the president and CEO, which includes basic project management functions.
• Manage the president and CEO's schedule, independently schedule appointments, organize meetings, and address phone calls and emails on a daily basis.
• Create internal and external presentations and pitch decks.
• Accurately prepare routine and confidential correspondence and other written materials.
• Properly maintain filing system to ensure a high degree of accuracy and organization.
• Coordinate projects across the organization.
• Develop and maintain databases across a variety of activities.
• Accurately prepare and monitor expense reports and other expenditures across the organization.
• Review multi-department purchase orders; process Office of the president and CEO purchase orders and maintain appropriate office supply inventories.
• Manage preparation of ''official records'' as required (e.g. Board meeting agendas and minutes).
• Manage the president and CEO's travel and entertainment bookings.
• Assist other AFI departments as needed to support special events and special project activities.
• Meet and greet visitors to AFI as needed.
• Perform other duties as assigned by the president and CEO.
Experience/Skills Required:
• Bachelor's degree required.
• Minimum five years experience as an Administrative Assistant or Project Manager performing a broad spectrum of core office functions for a senior level executive.
• Exceptionally detail-oriented with the proven ability to handle numerous tasks with appropriate follow-up and reporting activities while not losing sight of the big picture.
• Proven project management skills with the ability to take a project from conception through completion with minimal supervision.
• Excellent written and oral communication skills, including strong grammatical and proofreading abilities.
• Strong time management, organizational and multi-tasking skills coupled with the ability to work independently and with minimal supervision.
• Strong diplomacy skills and professionalism are mandatory; this includes the ability to maintain complete confidentiality and discretion at all times.
• Highest level of proficiency related to all core administrative functions, including expertise with Microsoft Office (Word, Excel and PowerPoint) using the Apple Macintosh platform; expertise with Apple's Pages, Numbers and Keynote is also helpful, but not mandatory.
• Typing skills at a minimum 65 wpm.
• Must have flexibility to work beyond the standard 9am to 6pm office hours.
• Knowledge of the film and television community is a plus.