Executive Assistant, Marketing

Searchlight Pictures is a global specialty film company that develops, produces, finances and acquires motion pictures for both worldwide theatrical and streaming releases. It has its own marketing and distribution operations, and is part of The Walt Disney Studios, a division of The Walt Disney Company.

The company includes Searchlight Television, which develops and produces series for streaming, network and cable partners.

We are looking for a dynamic Executive Assistant to support the EVP, Marketing at Searchlight Pictures!

Responsibilities

• Provides comprehensive administrative support to a dynamic EVP, including managing a busy calendar, preparing arrangements & itineraries for all travel, and being available outside standard working hours, including evenings and holidays, to ensure seamless operations.
• Provides essential support by assisting with tasks that contribute to time management and overall productivity, while keeping executive on time and on schedule.
• Ensures executive is properly prepared with all necessary information before meetings, in a timely manner.
• Sends end of day recap of upcoming week’s meetings and activities.
• Assists in preparing all necessary memos, presentations, research, meeting agendas, etc., as needed.
• Keeps film folders up-to-date with latest timelines and press snapshots.
• Coordinates department-wide marketing meetings (both internal and with external filmmakers).
• Ensures efficient communication flow between the EVP Marketing and all departments including but not limited to publicity and creative advertising, production, acquisitions, and distribution.
• Maintains and distributes publicity department master calendar.
• Coordinates festival consideration screenings as needed, in addition to other publicity/awards related screenings for staff, select press, and talent.
• Troubleshoots IT and electronic issues as they arise.
• Tracks publicity breaks in print, online, and broadcast. Should have familiarity with publications, journalists, and press coverage.
• Ensures all awards-related invoices are paid in a timely manner, along with managing overall awards consultant budgets and agreements.
• Submits monthly expense reports.
• Keeps Filmmaker, Talent, and internal contacts updated.
• Other duties as assigned.

Experience and Required Skills   

• Bachelor's degree, or equivalent level of experience
• At least 2 years of experience on a busy desk
• Great attention to detail and ability to manage multiple and conflicting priorities.
• Thrives in a fast-paced work environment, readily adapting to continually changing priorities & deadlines.
• Strong communication, organizational, administrative and follow-thru skills.
• Must be proficient in operating, using, and troubleshooting iOS systems: Mac, iPhone, iPad. Excellent operational knowledge of Microsoft Office and Outlook is essential.
• Demonstrated ability to engage with tasks in a mindful and intelligent fashion – honing their anticipation skills by figuring out next steps without being asked to inquire.
• Scrappy, resourceful and relentless in trying to find solutions before escalating issues.
• Enthusiasm for film and television, particularly specialty/arthouse films. Familiarity with the Searchlight brand, films, filmmakers and upcoming slate.
• Ability to handle confidential information with discretion is of utmost priority.
• Strong ability to engage with interns, executives, and talent alike with equal respect and professionalism.
• Experience supporting a high-level executive in the Entertainment industry. Studio, film, publicity, or agency environment is preferred.