Executive Asst / Receptionist / Office Admin
Confidential
Los Angeles, CAThis was removed by the employer on 7/2/2019 9:06:00 AM PST
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Full Time Job
Job opportunity to assist the Executive Vice President of an independent film production company with Oscar®-winning titles.
Position Purpose and Responsibilities:
This position assists the Executive Vice President of the company who oversees all business operations and legal affairs for the company. The position will play an integral role in the business and legal affairs of the company and will have exposure to all deals necessary for film development, production, sales, distribution, financing and licensing, as well as general in-house business and legal affairs. Responsibilities will include drafting, redlining, researching and performing general office administrative and receptionist duties. The ideal candidate has a strong academic record and a desire to learn about the business and legal affairs of the entertainment industry. The position requires excellent interpersonal skills, including superb listening skills and the ability to communicate succinctly, professionally, clearly and tactfully via email, phone and face to face. The ideal candidate must be able to operate with a sense of urgency, multi-task with efficiency and accuracy, have excellent attention to detail and be prepared to assist in all matters. This position is privileged to highly sensitive matters and confidential information; thus, the ability to maintain utmost strict confidentiality with respect to such matters is required. The ideal candidate will have a proven ability to gain trust and respect by consistently demonstrating exceptional follow through and sound critical-thinking.
General Support:
• Ensuring EVP is prepared and provided with necessary materials prior to meeting/calls;
• Updating and maintaining EVP's contacts and calendar databases;
• Researching/providing EVP with precedential language/background facts and information from prior emails/deals;
• Email management (including follow-ups);
• Answering incoming phone calls and rolling calls;
• Arranging and calendaring meetings/appointments;
• Calendaring and tracking deadlines;
• Assisting in travel arrangements;
• Managing expense reports; and
• Assisting with other projects.
Additional Duties:
• Welcome guests and validate parking;
• Maintain cleanliness and order of the front desk and guest reception area;
• Manage mail and packages;
• Manage kitchen and office supplies inventory;
• Coordinate with IT support for office equipment repairs; and
• Act as the company liaison for communications to and from building management.
Required Knowledge, Skills & Traits:
• Honesty, reliability and trustworthiness are crucial;
• Superb listening skills;
• Ability to maintain a positive attitude at all times;
• Ability to exercise discretion when dealing with confidential matters;
• Exceptional time management and prioritization skills;
• Excellent interpersonal skills, including ability to communicate succinctly, professionally, clearly and tactfully with a wide range of people via email, phone and face to face;
• Excellent research skills and problem-solving abilities;
• Must be a very fast learner;
• Ability to multi-task with excellent attention to detail to juggle multiple competing priorities and maintain efficiency and accuracy while working under pressure;
• Ability to organize and schedule work effectively; and
• Excellent computer proficiency including use of Microsoft Office.
Education and Experience:
• Bachelor's degree with a strong academic record;
• Experience in a professional business environment preferred;
• Entertainment industry experience preferred; and
• Business and legal affairs experience preferred, but training will be provided.
Work Environment:
While performing the duties of this job, the employee will work primarily in an office environment. The noise level in the work environment is usually moderate.
Physical Demands:
While performing the duties of this job, the employee may be prone to sitting for lengthy periods of time. The employee is regularly required to type, talk or hear. The employee is frequently required to stand, walk, sit; use hands to finger, handle, or feel; and reach with hands and arms. Occasionally required to hear objects, tools, or controls. Specific vision abilities required by the job include close vision. Lifting requirements may be required to lift and/or move up to 10 lbs. Travel is not required.
The Company reserves the right to revise or change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.