Executive Assistant to Senior Vice Presidents and Marketing Directors

This is a Full Time Job

The Executive Assistant supports all day-to-day activities of the Executive Vice President & Marketing Director Universal Pictures International & President International Distribution Focus Features & Managing Director, Universal Pictures International. This globally focused role includes managing schedules, coordinating meetings, and handling complex travel arrangements. Responsibilities also include preparing presentations, tracking key action items, and serving as a direct liaison with senior-level stakeholders both internally and externally across international territories.

Here you can:
• Manage complex schedules and coordinate meetings with internal and external stakeholders across multiple time zones, often balancing the strict demands of high-level filmmakers and studio executives while anticipating conflicts in advance
• Build and manage agendas, logistics, and presentations for meetings, conferences, and events; maintain organized recordkeeping and filing systems for all work
• Establish and maintain positive relationships with internal partners and key external clients
• Prepare and process P-card and expense reports in accordance with divisional travel policy guidelines; ensure timely submission of expenses using current electronic payment systems
• Coordinate detailed travel schedules and arrangements, including the collection of required travel documentation
• Organize department-wide screenings by confirming format, logistics, and attendee lists to ensure a smooth end-to-end process
• Provide support to other department members as needed and serve as backup for the President of Universal Pictures International and the distribution team

Qualifications

Here you will:
• 3 years of experience supporting a senior level executive
• Proficient in Microsoft Word, Outlook, PowerPoint, Teams, and Excel
• Willingness to work evenings and weekends with short notice and be flexible with hours
• Willingness to travel internationally if required

What we'll look for:
• An 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
• Experience with advanced international travel bookings and able to navigate meticulous itineraries and demands abroad
• Ability to truly multi-task, prioritize and be flexible is essential in a fast paced and highly pressured environment
• Ability to work with confidential and sensitive information with absolute discretion
• Experience of corporate events, restaurant knowledge etc.
• Exceptional attention to detail – this really is a key skill required; meticulous and detailed oriented candidates
• Confident and proactive style with maturity and presence commensurate with the profile of the position and the organization
• Ability to think globally whilst respecting cultural norms and accommodating local demands and requirements
• Ability to work independently and show a very strong sense of initiative and intuition
• Robust work ethic and ability to calmly handle the demands of the role
• Demonstrable senior EA experience: a truly committed individual who has experience of supporting a manager across difference time zones
• Demonstrate initiative by confidently self-starting improvements to office procedures, reports and processes and requires minimal supervision
• Excellent organizational, analytical and administrative skills, together with developed interpersonal skills, telephone manner and attention to detail
• Fluent in foreign language(s) is a plus

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