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Assistant, Preservation and Foundation Programs
Academy of Motion Picture Arts and Sciences
Hollywood, CA
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Job Summary:
The Academy is seeking a highly dedicated and dependable individual to serve as the Assistant to the Managing Director of Preservation and Foundation Programs. While the duties of this position include basic administrative support (typing, heavy phone and email activity, research, filing, meeting coordination, helping to manage the office, etc.), the successful candidate will also demonstrate advanced organizational and interpersonal skills, a strong work ethic and sense of individual responsibility, and special attention to detail.
Duties and Responsibilities:
• Provide administrative support to the Managing Director of Preservation and Foundation Programs, who oversees a staff of 100+.
• Manage all office functions including scheduling meetings and travel arrangements, answering the phone, greeting guests and providing other reception support, maintaining the department calendar, sorting mail and replying to general phone/mail/e-mail requests, tracking/ordering office supplies, ensuring equipment remains in working order, managing central files, processing invoices and expense reimbursements, reconciling department credit card bills, and maintaining organized financial records.
• Prepare and distribute presentation materials including electronic media, photocopying, and printing.
• Take minutes for a variety of meetings and gather monthly reports from each department.
• Ensure that all paper files, electronic records and databases for the department are properly maintained and up to date.
• Set up high-level conference calls, management meetings and Board committee meetings.
• Work closely with the Programming department in development, coordination and execution of public programs.
• Perform other duties as to achieve the goals of the department and the Academy.
Qualifications and Requirements:
• Bachelor's degree preferred.
• At least 2-3 years professional administrative experience, ideally supporting a senior executive.
• Extensive knowledge of motion picture history is essential.
• High level computer expertise, especially with e-mail.
• Must be organized, flexible, and detail oriented with the ability to work on multiple projects in a fast-paced, high-pressure environment while prioritizing, meeting deadlines, and maintaining a cool head and pleasant demeanor. Please include the phrase ''Your dog ate my sock'' in your cover letter.
• Outstanding communication skills a must (including verbal, written, and interpersonal) with the aptitude to handle a variety of people, personalities, and ever-changing schedules/situations with diplomacy, discretion and poise.
• Use of personal automobile may be required; must have and maintain a valid driver's license.
• Some night and weekend work may be required and assigned on short notice.
Don't worry we have a lot of jobs on the site like this one;
Browse all jobs
Browse the Assistant and Entry Level Category
Browse the Union & Trade Organizations Category
Search for Assistant, Preservation and Foundation Programs jobs in Hollywood-CA
Job Summary:
The Academy is seeking a highly dedicated and dependable individual to serve as the Assistant to the Managing Director of Preservation and Foundation Programs. While the duties of this position include basic administrative support (typing, heavy phone and email activity, research, filing, meeting coordination, helping to manage the office, etc.), the successful candidate will also demonstrate advanced organizational and interpersonal skills, a strong work ethic and sense of individual responsibility, and special attention to detail.
Duties and Responsibilities:
• Provide administrative support to the Managing Director of Preservation and Foundation Programs, who oversees a staff of 100+.
• Manage all office functions including scheduling meetings and travel arrangements, answering the phone, greeting guests and providing other reception support, maintaining the department calendar, sorting mail and replying to general phone/mail/e-mail requests, tracking/ordering office supplies, ensuring equipment remains in working order, managing central files, processing invoices and expense reimbursements, reconciling department credit card bills, and maintaining organized financial records.
• Prepare and distribute presentation materials including electronic media, photocopying, and printing.
• Take minutes for a variety of meetings and gather monthly reports from each department.
• Ensure that all paper files, electronic records and databases for the department are properly maintained and up to date.
• Set up high-level conference calls, management meetings and Board committee meetings.
• Work closely with the Programming department in development, coordination and execution of public programs.
• Perform other duties as to achieve the goals of the department and the Academy.
Qualifications and Requirements:
• Bachelor's degree preferred.
• At least 2-3 years professional administrative experience, ideally supporting a senior executive.
• Extensive knowledge of motion picture history is essential.
• High level computer expertise, especially with e-mail.
• Must be organized, flexible, and detail oriented with the ability to work on multiple projects in a fast-paced, high-pressure environment while prioritizing, meeting deadlines, and maintaining a cool head and pleasant demeanor. Please include the phrase ''Your dog ate my sock'' in your cover letter.
• Outstanding communication skills a must (including verbal, written, and interpersonal) with the aptitude to handle a variety of people, personalities, and ever-changing schedules/situations with diplomacy, discretion and poise.
• Use of personal automobile may be required; must have and maintain a valid driver's license.
• Some night and weekend work may be required and assigned on short notice.
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