Executive Assistant

This is a Full Time Job

The Executive Assistant is responsible for supporting all day-to-day activities undertaken by the President, International Marketing.   This is a globally focused role that includes managing schedules, coordinating meetings, and handling travel arrangements.  The role also involves preparing presentations, tracking key action items, and liaising directly with senior-level stakeholders both internally and externally across international territories.

Essential Responsibilities
• Manage complex schedules and coordinate meetings with internal and external parties across multiple time zones, utilizing multiple calendars. Often balance the strict demands of high-level filmmakers and studio heads, and anticipate problems or conflicts in advance
• Build and manage agendas, logistics and presentations for meetings, conferences and events
• Maintain organized record keeping and filing systems for all work
• Draft and distribute clear, professional communications to internal and external stakeholders
• Establish and maintain positive relationships with internal teams and key external clients
• Prepare and process P-card and expense reports in accordance with divisional travel policy guidelines
•  Ensure timely processing of expenses using the latest electronic systems for corporate credit card payments.
• Coordinate travel schedules and arrangements, and collect all required travel documentation
• Assist other department members as needed and serve as backup for other executive desks across the Marketing organization

Qualifications
• 3 years of experience supporting a senior level executive
• Proficient in Keynote, Microsoft Word, Outlook, PowerPoint, Teams, and Excel

Basic Requirements:
• Willingness to work evenings and weekends with short notice and be flexible with hours
• Willingness to travel internationally if required

Desired Characteristics
• Exceptional organizational, analytical, and administrative skills, complemented by meticulous attention to detail, strong interpersonal abilities, and a professional telephone manner
• Expert communicator with the ability to communicate with all levels, especially senior executives – able to follow up on meeting action points and communicate these to direct reports
• Robust work ethic and thrives in fast-paced, high-pressure environments; highly capable of multitasking, prioritizing, and remaining flexible and composed under demanding conditions
• Ability to work with confidential and sensitive information with absolute discretion
• Highly proactive and independent; consistently initiates improvements with strong intuition and minimal supervision
• Confident and proactive style with a high level of executive presence commensurate with the profile of the position and the organization
• Extensive experience in international travel and event coordination, including meticulous itinerary planning, corporate events, hospitality, and sensitivity to local customs
• Globally minded and culturally aware; skilled in coordinating international logistics and events while respecting local customs and regional nuances
• Committed individual who has experience of supporting a manager across different time zones
• Fluent in foreign language(s) is a plus

Additional Requirements:
• Hybrid: This position has been designated as hybrid, generally contributing from the office a minimum of four days per week

Salary Range: $70,000 - $90,000 (not bonus eligible).

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