2nd Assistant to Executive

This is a Full Time Job

Amblin, located in Universal City, seeks a 2nd Assistant to support an executive. Candidates must have 2 - 3 years of full time work experience as an assistant to a creative executive in the film industry. The ideal candidate can multi-task in a fast-paced environment, work independently and take ownership of tasks, cover for the 1st Assistant as needed, have a strong attention to detail, anticipate and preemptively act upon logistical complexities, be a problem solver under tight time restraints, and be resourceful. This role requires a high level of professionalism along with the ability to maintain the highest level of confidentiality. Candidates must be available to work overtime hours to include some nights and weekends, depending on work demand.
Responsibilities will include but may not be limited to:
Input events and details into digital calendar
Draft daily schedule and movements for executive and security team
Coordinate both domestic and international travel details
Draft and track correspondence
Prepare meeting spaces, take notes during appropriate calls and ensure all materials are available and organized
Coordinate with other departments to collect arrival instructions, attendee lists and other pertinent details for executive calendar
Set up security access/drive on access for all in-person meetings
Support 1st Assistant in organizing information, schedules, and to do lists
Collaborate with 1st Assistant on both daily scheduling and long term scheduling
Support 1st Assistant with communication intended for immediate and extended family regarding scheduling family functions
Coordinate business and personal appointments and runs
Track and project Tax Days thoroughly and with foresight, make real time updates that incorporate pending travel plans, and stay in contact about remaining days with both the business office and house staff
Share daily schedule with all appropriate departments
Coordinate logistics such as meals, supply runs and deliveries
Collaborate with other members of the executive office to complete large projects
Special projects as assigned