Executive Assistant
The Mill
Los Angeles, CAThis was removed by the employer on 5/8/2014 2:24:00 PM PST
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Full Time Job
Executive Assistant - The Mill, Los Angeles
Reports to:
Managing Director
About The Mill
We collaborate with groundbreaking directors, creative agencies and visionary brands, who trust us to bring their ideas to life. We value the two-way nature of these partnerships, understanding that our clients give us opportunities to improve our craft and astound their audiences.
Though we are renowned for our unrivalled creative expertise, we are just as inventive with our workflow solutions and pride ourselves on our impeccable account management and client service.
Twenty plus years of innovation has established The Mill as a recognized global brand for creating seamless visual effects, but we are also leaders in design, animation, live action content direction, VFX brand accounts, versioning and global adaptations, digital content creation and distribution. Our ability to package multiple services allows us to deliver both schedule and budget efficiencies and to create with the multi-platform world in mind. This helps clients create great looking content for any screen.
Our reputation is built on our people. We find, train and nurture the most talented creative, technical and production teams in the industry and our scale enables us to work individually, in teams or as an international network via our bases in London, New York, Los Angeles and Chicago.
Job Description:
The purpose of the role will be to primarily support and assist The Mill's Managing Director as a key collaborator in helping deliver the growth objectives of the Company. This position also requires secondary support to the Chief Operating Officer, the Executive Producer of VFX and the Executive Creative Director.
This position requires a bright, mature, take-charge EA who thrives in a fast-paced, demanding, environment. The role requires diligent attention to detail, impeccable time management skills, an innate ability to multi task. As this position is privy to highly sensitive information, the EA must be discreet and confidential at all times.
Prior experience in an advertising or post production agency is always a plus as is previous media company work. This role is extremely fast-paced and demanding and requires diligent attention to detail, impeccable time management skills and ability to multi task. There is a large emphasis on supporting the Senior Management team on all administrative activities and a proven ability for proactive upward management will be a requirement.
Responsibilities:
• Extensive calendars coordination, scheduling meetings and facilitating conference calls.
• Handle and keep track of day-to-day expenses for MD & additional executives.
• Keep executives on schedule throughout the day. When needed, quickly adjust schedules
and follow-through accordingly. Be responsible for materials needed for meetings.
• Assist with new business meetings, office organization, party planning, client gifts and other projects related to the role.
• Schedule business travel for executives and senior staff. Manage travel logistics remotely.
• Creating and/or revising PowerPoint documents and working with in-house creative department to produce professional presentations;
• Developing reels as needed by MD or Executive Producers
• Be the eyes and ears of executives regarding morale, events and news.
• Writing first draft copies of the monthly Board Report for MD
• Attending occasional pre-production meetings and participating in other discussions regarding project logistics discussions
• Maintain contact database
• Preparation of Excel spreadsheets
• Create and revise PowerPoint documents
• Compile and submit expense reports
• Develop and maintain executive filing system
• Ensure accurate and timely preparation of correspondence
• Record meeting minutes and generate agendas / action lists for attendees
• Maintain and review action lists ensuring MD is current on all follow ups
• Liaise with Runners to arrange hospitality for meetings
• Liaise with EA in NY & London office
Required skills, knowledge and experience:
• Minimum of 5 years of experience as an executive assistant in a fast-paced
creative company. Experience in visual effects/entertainment preferred.
• Be able to anticipate and troubleshoot problems and hurdles. Plan ahead and have multiple solutions for a problem.
• Be a positive and clear communicator of information
• Be able to work in a group-oriented, social environment
• Have a ''whatever it takes'' attitude. Be a creative problem-solver.
• Have strong organizational skills, attention-to-detail and work ethic.
• Requires complete business computer literacy including Word, Excel, PowerPoint
• Able to work overtime, including nights and weekends, if needed.