Administrative Assistant IV, Creative Production

We are looking for an Administrative Assistant to provide full range of administrative support for the EVP including handling phones, calendar, filing, drafting, meeting coordination, travel arrangements and expense reports in a high pressure/busy EVP office.

Responsibilities

• Provide a bridge for smooth communication between the EVP's office and internal departments, demonstrating leadership, trust and support with senior management team
• Act as key global contact to all filmmakers and their reps, on all projects
• Responsible for calendar management and heavy meeting planning involving frequent changes
• Handle day-to-day telephone communication including rolling high-volume calls with EVP, redirecting calls to appropriate departments and relaying timely messages
• Management of high-volume contacts, including maintaining filmmaker bibles on all projects
• Handle complex travel arrangements including upkeep of frequent flier accounts, car service, flights, and hotels, mostly utilizing online resources and anticipating frequent changes. Make restaurant reservations, and create and provide detailed directions for all travel as needed
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
• Monitor and order office supplies as needed
• Provide administrative support to the department, as needed, including department group requests for building services, conference rooms, catering, telephone service, hardware and software purchases, new Executive on-boarding, etc.

Qualifications

• At least 2 years experience as an administrative assistant
• Expert level written and verbal communication skills
• Strong computer skills (Microsoft Word, Excel, Outlook and Powerpoint)
• Exceptional organizational and interpersonal skills
• Must be willing to work long hours
• Must be detail-oriented and have an exceptional memory
• Must be able to multi-task and prioritize to ensure that all assignments are completed in an accurate and timely manner
• Must be able to meet deadlines
• Must be flexible – an ability to work well in an environment where needs and priorities are subject to much revision
• Common sense, dependability, discretion and attention to detail are required
• Must be a self-starter with a team-player attitude
• Excellent communication skills – written and oral (must have a professional and courteous demeanor)