Executive Assistant

This is a Full Time Job

Warner Bros. Studio Operations is seeking an experienced and highly organized individual to provide executive-level administrative support primarily for our Vice President of Safety & Environmental Affairs and Senior Vice President of Legal, Global Studio Operations Group, as well as provide support to certain other senior members of their teams located in Burbank. This role will be responsible for coordinating meetings and schedules, planning department events, maintaining and organizing calendars, making travel arrangements, processing business expenses, managing files and office facilities, running reports, formatting contracts and other legal or safety-related documents, internal and external correspondence, fielding calls to the appropriate parties, and handling other administrative duties as required.

THE DAILY:

Meetings, Schedules, Department Events, and Travel – Coordinate and schedule meetings and department events, send invitations, organize technical requirements, prepare documents as needed, and ensure food is ordered and rooms are reserved both on and off the lot. Sets and reviews schedules, anticipating and proactively resolving conflicts to ensure efficient use of time. Arranges domestic & international travel as needed, including processing business expenses. Must be able to manage potential conflicts of schedule or priorities with discretion.

Office Administrator – Responsible for various tasks including answering phones, sending and responding to correspondence in support of senior leaders, and managing the copiers, kitchen, and file cabinets in the office. Coordinate file transfers, logistics and shipments between various locations. Additionally, the role involves ordering supplies, handling computer requests and troubleshooting, reconciling business-related transactions, and maintaining up-to-date desk procedures. The ability to work collaboratively as a team with other Executive Assistants and Administrative personnel is essential.

Reports and Documents – Must be able to create, revise, and format various safety and legal-related contracts and template documents at the direction of senior leaders. Maintain well-organized digital and paper files that are quickly and easily accessible when needed. Responsible for working collaboratively with department heads to manage, maintain and gather information needed for various reports to support executives. Understand and track progress on key initiatives. Maintain standards of strict confidentiality with respect to all matters and documents.

Professional Communication Skills – Strong verbal and written communication skills are essential, as the Executive Assistant functions as an extension of the Safety & Environmental Affairs and Legal Departments. Represent executives by effectively conveying information through summaries, emails, letters, phone calls, etc. Maintain confidentiality and great attention to detail in all communications and document-related work. Provide detailed reports as needed and within the timeframe requested. Must be proficient in Microsoft Office and other office and communication technologies and programs. The role requires the ability to interact and communicate effectively with a diverse range of personalities, demonstrating professionalism when dealing with clients, colleagues and vendors through phone, email, or in-person interactions.

THE ESSENTIALS:
• Minimum three years' experience providing administrative support to one or more executives in a fast-paced, multi-project environment
• Bachelor's degree or equivalent work experience
• Excellent computer proficiency and advanced knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Box, SharePoint, as well as applications such as Zoom, Microsoft Teams, and Adobe Suite
• Ability to assume responsibility, function effectively in team environment or independently, with minimal supervision.
• Strong organizational skills and great attention to detail, ability to multi-task and organize multiple projects, with excellent follow-through
• Flexible and able to change priorities as needed to meet deadlines
• Ability to anticipate administrative needs and work with a sense of urgency
• Must be able to interact and communicate with a wide variety of personalities, and demonstrate professionalism when dealing with clients, colleagues and vendors via phone, email or in-person
• Excellent communication skills (written and verbal) with all levels of leadership and with the ability to use correct etiquette when speaking with clients, colleagues, vendors, business partners, other studios, etc.
• Keen eye for detail, highly proactive and able to remain calm under pressure
• Positive ''can-do'' attitude, with a client-service orientation mindset, with a high level of integrity and discretion

THE NICE TO HAVES:
• Experience with legal administration or equivalent work experience
• Experience with physical and digital records management
• Experience with coordinating large gatherings & events
• Experience working with international territories and time zones
• Experience supporting teams in multiple locations







In compliance with local law, we are disclosing the compensation, or a range thereof, for roles in locations where legally required. Actual salaries will vary based on several factors, including but not limited to external market data, internal equity, location, skill set, experience, and/

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