Executive Assistant, Business Affairs

This is a Full Time Job

Executive Assistant, Business Affairs

Job Summary:

The Executive Assistant position provides overall administrative support for two Vice Presidents of Business Affairs, and other team members as needed, including but not limited to answering phones, maintaining busy calendars and day-to-day meetings.

Responsibilities:
• Primary contact for all incoming phone calls and communications (both mail and email).
• Meeting coordination, logistics, preparation, invitations and materials and taking meeting notes, as needed.
• Extensive project research and tracking, including maintaining up-to-date status reports (both physical and digital).
• Drafting deal memos and updating project summaries for internal distribution.
• Calendar Management; long range planning and day-to-day meetings.
• Heavy digital filing upkeep, including filing draft agreements, fully executed agreements, reference materials, background, and overview information.
• Preparation of all business-related expenses, ensuring expense reports and invoices are completed and filed in a timely manner.
• Order supplies/materials and process invoices where necessary.
• Partnering and working extensively with internal departments and external vendors to provide and/or receive necessary information, materials, approvals, updates, etc.
• Support departmental projects as needed.
• Troubleshoot occasional facility issues.
• Additional Duties as required.

Basic Qualifications
• Professional, approachable communicator able to work effectively across all levels while exercising sound judgment, discretion, and confidentiality.
• Highly organized, detail-oriented self-starter with strong follow-through; able to manage multiple priorities with urgency and flexibility.
• Strong administrative and technical skills, including phone coverage, filing, and advanced typing/spelling proficiency; highly proficient in Word, Excel, database management, PowerPoint, Keynote, and Outlook; technologically savvy.
• Positive, collaborative team player willing to work overtime as needed to support business priorities in Burbank and globally.
• Concur experience a plus.

Required Education
Bachelor's Degree or Equivalent experience