Executive Assistant

3 Days ago • 5 Years + • $64,300 PA - $86,100 PA

Job Summary

Job Description

The Executive Assistant provides administrative assistance to the SVP & General Manager of ILM. They are the first point of contact for the executive office. The role requires being personable, detail-oriented, discreet, organized, and tech-savvy, with the ability to multi-task in a fast-paced environment. Responsibilities include managing the SVP’s calendar, scheduling meetings, handling travel arrangements (including international travel and visa procurement), processing expense reports, managing phone calls and written requests, overseeing department operations, handling special presentations, processing invoices and purchase orders, and managing visitor logistics. The role requires the ability to work in multiple time zones and overtime.

Must have:

5+ years experience in executive level administrative support.
Demonstrated professionalism and confidentiality.
Proficient with G Suite and Microsoft Office.
Excellent written and verbal communication skills.
Excellent organizational and follow-through skills.

Good to have:

Bachelor's degree or equivalent experience in a production environment.
Experience with Adobe Photoshop and Concur is a plus.

8 skills required

8 skills required for this role

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microsoft-office

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photoshop

communication

team-player

storytelling

problem-solving

ms-office

Job Details

Job Summary:

This role is considered Hybrid, which means the employee will work 2-3 days onsite at a Company designated location and occasionally from home.

We are looking for a team player who reflects the innovative spirit, creative talent, and passion for great storytelling and filmmaking that define Industrial Light & Magic.

The Executive Assistant provides administrative assistance to the SVP & General Manager of ILM. The EA is on the front line for all demands on the executive office. In this position, the EA must be very personable, detail oriented, discreet, organized, tech-savvy, and able to multi-task in a fast-paced environment.

What You’ll Do

Facilitate daily workflow of the SVP’s calendar, scheduling meetings, handling meeting logistics, etc.
Execute complex travel arrangements (including international travel) including visa procurement
Process expense reports
Handle all phone calls and written requests in a timely manner
Keep the department running smoothly by answering phones for the department, maintaining accurate databases of phone calls and interview requests, ordering supplies, mailing and shipping, etc.
Oversee tactical planning for special presentations as needed
Process invoices and purchase orders for the department
Meet and greet visitors and handle logistics for VIP and Client visits
Other projects as assigned

What We’re Looking For

Bachelor's degree or equivalent experience, ideally in a production environment
5+ years’ of experience providing executive level administrative support preferably within the entertainment industry
Demonstrated professionalism and ability to maintain the highest level of confidentiality
Ability to work autonomously and handle many tasks efficiently with a high level of detail and accuracy within a fast-paced, multi-project, tight deadline environment
Excellent communication skills (written and verbal) with all levels of executives and with the public including press, fans and VIP talent; ability to use correct etiquette when speaking with productions, agencies, other studios, etc.
Must be proficient with the following software; G Suite and Microsoft Office; Adobe Photoshop and Concur a plus
Demonstrated ability to partner with others and build relationships
Must be customer-focused, innovative, solution-oriented and efficient
Must keep a positive attitude and work well under pressure
Excellent organizational and follow-through skills
Role requires ability to work in multiple time zones
Role requires overtime work

The hiring range for this position in San Francisco, CA is $64,300 to $86,100 per year. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience among other factors. A bonus and/or long-term incentive units may be provided as part of the compensation package, in addition to the full range of medical, financial, and/or other benefits, dependent on the level and position offered.