Executive Assistant to President of Documentaries

This is a Freelance Job

DESCRIPTION:

Title: Executive Assistant to President, Documentaries
Location: New York, NY (Hybrid)
Job Type: Full-Time, Temporary (Potential to Convert)
Status: Non-Exempt/Hourly

Job Summary:
Our Imagine Documentaries team is looking for a sharp, creative, and detail-oriented Executive Assistant to the President of Imagine Documentaries. This role will be primarily responsible for providing administrative support, working closely with the Executive and the entire Imagine Documentaries division.

The ideal candidate will be a strong team player, able to devise systems and keep a busy executive on track. Additionally, they must have prior assistant experience at the executive level and be an enthusiastic, calm, self-starter with a love for detail and follow-through.

Job duties include but may not be limited to:
• Coordinate and manage day-to-day schedule for the President, including scheduling & setting up calls, meetings, Zooms, etc.
• Field incoming and outgoing calls while maintaining updated phone sheets and contact lists.
• Coordinate, confirm, and track internal and external meetings, ensuring seamless logistics and time management.
• Liaise with internal teams and external partners in a professional and courteous manner.
• Assist with the planning and execution of project-related events such as screenings, premieres, and other industry-related events.
• Prepare materials for meetings, organizing conference rooms, assist with lunch orders, and handle miscellaneous errands.
• Organize, prepare, and submit expenses on a timely basis and in accordance with the Company's T&E policy and procedures.
• Handle booking, coordination, and confirmation of travel.
• Anticipate needs of the department and be proactive in follow-through of assigned tasks and responsibilities.
• Assist development and production teams, as time allows.

Qualifications:
• At least 1-2 years of Executive Assistant experience, preferably in Entertainment & Media and at the Department Head/President level.
• Prior experience, knowledge, and/or passion for Documentary production and development a plus.
• Strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced and time-sensitive environment.
• Ability to anticipate needs, be resourceful, and adapt to continually changing priorities and deadlines.
• Highly collaborative team player who looks out for others and is always willing to help.
• Excellent written and verbal interpersonal skills, strong work ethic, and sense of professionalism.
• Ability to remain calm and poised under pressure, apply common sense, and know when to escalate as appropriate.
• Able to be discreet and appropriately handle sensitive and confidential information.
• High level of proficiency working with Gmail and other Google Workspace applications.
• Familiarity with Airtable and Design Tools such as Photoshop, Canva, Slides, or Adobe a plus.