Executive Assistant to CEO/Director

This is a Full Time Job

Reporting to the CEO of Hidden Empire Film Group (HEFG), the Executive Assistant will be responsible for providing complete administrative support to HEFG’s CEO which includes but is not limited to; answering phones, coordinating internal and external meetings and conference calls, maintaining daily calendars and contacts, processing expense reports, maintaining files, coordinating and booking travel, conducting market research, preparing presentations, generating purchase orders, processing invoices, ensuring that the department supplies are fully stocked at all times and managing the flow of information/communication between the CEO and other internal HEFG departments. The Executive Assistant may also be required to train and supervise lower-level administrative staff and interns. This position requires keen attention to detail, strong, organizational skills, problem solving skills, excellent written and verbal communication skills and the ability to work in a high paced environment while managing multiple tasks & maintaining focus and a professional attitude. The Executive Assistant must be assertive and professional, and have 2-3 years of experience supporting a busy senior executive. Core

Responsibilities will include, but may not be limited to the following:
• Provide full administrative support to the CEO of Hidden Empire Film Group.
• Manage department operations and assist CEO with general office administrative tasks as needed.
• Update, manage and organize the CEO’s calendar, appointments and contacts; Interact with internal and external executives and assistants to coordinate required meetings and conference calls.
• Liaise with HEFG office manager to ensure that department office functions are maintained and operational.
• Office Hours are 9am to 6pm but the assistant will be required to be accessible and respond to emails on weekends and evenings particularly when the executives are traveling and during film production and releases.
• Plan, coordinate and ensure that the CEO’ s schedule is followed and respected; keep CEO organized, on time and on track.
• Interface with HEFG accounting to ensure that department and project invoices are managed, submitted and processed in a timely fashion.
• Create and track Manual and SAP purchase orders if applicable.
• Liaise with the external HEFG finance team to create Title DX numbers for HEFG titles.
• Serve as a “gatekeeper” for the CEO and provide a “gateway” role; screen incoming phone calls and meeting requests to assess the purpose and importance of each call/request before directing to the appropriate party.
• Keep current with HEFG film releases, live events and new media projects
• Manage and facilitate the flow of information through the CEO’s office and the company and keep other key executives in the company apprised of important dates, opportunities and events.
• Ensure that the CEO’ s bio is kept updated along with updates for IMDB and Wikipedia
• Prepare correspondence, reports, and presentations, and manage a variety of projects on a daily basis.
• Work with sensitive and proprietary information with discretion and confidentiality.
• Gather and/or conduct industry and market research and prepare weekly reports when requested.
• Take minutes during monitored calls and meetings that you are in attendance or participate in.
• Take minutes in HEFG development and marketing meetings, identify “action items” and corresponding “responsible parties” and circulate action item check list to team post meeting; act as the action item monitor for development and marketing activation.
• Prepare expense reports and reimbursements forms for the CEO.
• Develop and maintain an internal database of high-level industry and talent contacts.
• Maintain file of all press materials (company bio, press release, project overview etc…); and maintain a file of all press releases and pick-ups.
• Complete assigned projects and special assignments by establishing objectives, determining priorities; managing time; gaining cooperation of others; monitoring progress; problem solving; making adjustments to plans.
• Update job knowledge by taking advantage of educational opportunities; and by reading industry publications and blogs.
• Glean best practices from other high functioning HEFG departments related to; departmental operating practices, record keeping systems, asset management and implement improvements where necessary.

Qualifications/Requirements:

• BA/BS degree required; advanced business degree preferred.
• 3-5 years of experience working in the entertainment industry.
• High level of organization, detail orientation and ability to time-manage across multiple deadlines.
• Able to work flexible hours as needed and 24/7 on-call availability as required.
• Highly collaborative, resourceful, curious with excellent project management and problem-solving skills; great calm and a good sense of humor is a plus.
• Very strong communication skills, with the ability to work in an ambiguous fast paced environment with proven experience working on complex, large-scale, time-critical projects.
• Strong cross-functional experience with the ability to manage multiple projects on various levels with differing and converging timelines.
• Excellent computer skills including proficiency in Word, Excel, Outlook, Google and PowerPoint.
• Must have deep knowledge of social media and technology and understand the following social media platforms: YouTube, Facebook, Twitter, Linkedin, Pinterest and Instagram.
• Must be able to type 50 wpm. Eligibility

Requirements:

• Must be willing to submit to a background investigation
• Must have unrestricted work authorization to work in the United States
• Willingness to work long hours and some weekends with short notice
• Must be willing to work in Los Angeles, CA
• Some travel may be required