Jr. Executive Assistant
Job Summary
Job Description
Illumination is seeking a tech-savvy, detail-oriented Junior Executive Assistant to provide comprehensive support to an executive. Responsibilities include managing complex calendars, handling travel arrangements (domestic and international), providing technical and administrative support, collaborating with various departments, and assisting with personal tasks. The ideal candidate will possess exceptional organizational skills, a proactive mindset, and the ability to adapt in a dynamic environment. Proficiency in Microsoft Office, project management tools, and Apple products is essential. Potential for occasional overtime and travel is required.
Must have:
- Calendar & Task Management
- Administrative & Technical Support
- Cross-functional Collaboration
- Travel & Logistics
- Executive & Personal Support
- Proficient in MS Office & Apple products
- Excellent communication & organizational skills
Perks:
- Medical, dental and vision insurance
- 401(k)
- Paid time off
- Tuition reimbursement
11 skills required
Job Details
Illumination is seeking a tech-savvy, detail-oriented Junior Executive Assistant. In this role, you will use modern collaboration tools, data management systems, and cross-functional communication to streamline workflows and support the Executive both professionally and personally. Success in this position requires a proactive mindset, exceptional organizational skills, and the ability to anticipate and adapt in a dynamic environment. Potential travel for on-site executive support may be required.
Responsibilities
- Coordinate and optimize complex calendars using productivity platforms (e.g., Outlook, Teams, project management software).
- Manage shifting priorities by anticipating scheduling needs, communicating changes promptly, and ensuring on-time arrivals for all meetings.
- Compile, reconcile, and track expenses, collaborating with Finance to ensure accuracy and timely processing.
- Provide first-line technical support and escalate to IT when level 2 support is needed.
- Embrace tech solutions to make office operate efficiently; manage contacts, passwords, subscriptions etc.
- Work closely with various internal departments to gather, synthesize, and present information that informs Executive decision-making.
- Serve as a point of contact for cross-departmental projects, ensuring all stakeholders remain aligned on timelines and deliverables.
- Research and book domestic and international travel using online tools, coordinating with travel vendors and Operations as needed.
- Schedule transportation (car services, flights) and handle hotel or dining reservations, optimizing routes and agendas to ensure efficiency.
- Provide on-site support for the Executive during trips or events, troubleshooting issues in real time as necessary.
- Assist in daily tasks, from researching diverse topics to running errands, while maintaining strict confidentiality.
- Order and manage office and personal supplies, ensuring a seamless workflow in both professional and personal capacities.
- Support company initiatives that require analytical or technical input, such as data gathering or software implementation.
- Take on miscellaneous projects as directed, demonstrating flexibility and initiative to see tasks through to completion.
Calendar & Task Management:
Administrative & Technical Support:
Cross-Functional Collaboration
Travel & Logistics
Executive & Personal Support
Special Projects & Ad Hoc Assignments
Qualifications
- At least two years of experience in a related role (a technical position is also suitable).
- Proven ability to handle confidential information with discretion.
- Strong command of Microsoft Office (Outlook, Excel, PowerPoint) and familiarity with project management/collaboration tools (e.g., AirTable & SharePoint).
- Solid understanding of Apple products (iPhone, iPad, iCloud) and Windows operating systems.
- Comfort with quickly learning new software platforms as needed for data analysis, scheduling, or communication.
- Ability to interface effectively with Operations, Finance, HR, and other departments to support end-to-end processes.
- Demonstrated success coordinating multiple stakeholders, projects, and deadlines simultaneously.
- Availability for a flexible schedule, including occasional overtime, to meet dynamic business needs.
- Willingness to travel domestically and internationally (with a valid driver’s license, passport, and clean driving record) to provide Executive support.
- Ability to lift items (up to 50 lbs) and move them short distances as needed.
- Excellent verbal and written communication skills, with the ability to relay information clearly and succinctly.
- Strong interpersonal skills, capable of building rapport and trust with diverse teams and external partners.
Experience & Industry Knowledge
Technical Proficiency
Operational & Cross-Functional Skills
Flexibility & Travel Requirements
Communication & Collaboration
The base salary range for this role is $27-28/hour. We rely on market indicators to determine compensation and an offer will consider various factors including experience, qualifications, skills, and training. Our comprehensive and competitive benefits package includes medical, dental and vision insurance for employees and their family, 401(k), paid time off, tuition reimbursement and a variety of other perks.
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About The Company
About Illumination
Illumination, founded by Chris Meledandri in 2007, is one of the entertainment industry’s leading producers of event-animated films, including Despicable Me—the most successful animated franchise in cinematic history—as well as Dr. Seuss’ The Lorax, Dr. Seuss’ The Grinch and The Secret Life of Pets and Sing films. Illumination’s soon-to-be released The Super Mario Bros. Movie will join a studio library that includes two of the top 10 animated films of all time. Illumination’s iconic, beloved franchises—infused with memorable and distinct characters, global appeal and cultural relevance—have grossed more than $8 billion worldwide. Illumination has an exclusive financing and distribution partnership with Universal Pictures. Illumination’s upcoming films in 2023 include The Super Mario Bros. Movie and Migration.
Illumination is based in Santa Monica, CA and its studio, Illumination Studios Paris, is located in the center of Paris.
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