What You’ll Do

- Manage calendars and travel, set and coordinate meetings, set cross-departmental planning sessions, prepare for presentations and other key events.
- Screen, roll, and prioritize incoming phone calls, mail and/or meeting requests and correspondences for both the VP of Development and the Director of Development.
- Interface with partners, internal executives, and filmmaker admins to coordinate meetings for the VP in a timely and efficient manner maintaining a high level of professionalism.
- Manage and track expense reports and receipts; reconcile corporate credit card accounts regularly.
- Assist with all general administrative functions such as mailings, filing, and organization (both digital & physical).
- Track and maintain department out-of-office calendar for purpose of keeping overall department aware when travel occurs.
- Update living documents with critical information.
- Greet all guests for the department and manage their activities while on campus.
- Work closely with the other EA’s and department coordinators to schedule interdepartmental meetings as well as key office related upkeep:
- Order office supplies and keep department supply area well stocked.
- Assist in planning and coordinating department off-sites, special events, etc.
- Ensure all department IT needs are met and/or supported.
- Maintain and organize files and records (i.e., NDA’s & invoices).
- Meeting preparation including agenda prep and distribution; facilitate copies of presentations, refreshments, and clean up. Test and set up all IT needs for the room.
- Assist with any special projects as needed.

What We’re Looking For

- Bachelor's degree or equivalent experience required.
- 3+ years’ experience as an Executive Assistant within the entertainment industry, required. Agency desk experience a plus.
- Demonstrates professionalism and ability to maintain the highest level of confidentiality; this is absolutely critical in this role.
- Ability to shift priorities quickly in response to changing circumstances, remaining flexible, calm, and focused while multi-tasking at a very fast pace.
- Excellent communication skills, both written and verbal, with the ability to effectively and efficiently communicate with all levels of executive, management, staff, and talent.
- Strong note taking skills are a necessity.
- Excellent organizational and follow through skills a must.
- Ability to work independently and take ownership of special projects.
- Demonstrated ability to partner with others and build relationships; team player.

Technical Skills:
- Substantial level of technical competence on PC platform and/or Mac and a thorough knowledge of all software involved; Word, PowerPoint, Excel and Outlook .
- Ability to successfully navigate online to gather competitive information and industry trends.
- Quick learner who can master asset sharing platforms such as PIX and our proprietary digital asset management system.
- Keynote, Photoshop, and Final Draft experience a plus.

SAN FRANCISCO CALIFORNIA
STUDIO
EXECUTIVE ASSISTANT