Skydance Animation is looking for an experienced Executive Assistant to support three Executives.
Responsibilities
- Manage Executive calendar and day-to-day schedule
- Assist Executive with task tracking and planning
- Coordinate communication across multiple locations and time zones
- Assist with purchasing, from large PO-based purchases to small Credit Card purchases
- Assist with purchasing and vendor relationships, annual software license renewals, and quote generation
- Collaborate with internal Finance department to ensure all purchases are completed including quote and invoice routing between studio and vendors
- Arrange and take point on coordinating meeting logistics, including preparation of space, invites, materials, and video teleconferencing
- Coordinate larger meetings including technology-wide, cross-site, and off-site
- Take detailed meeting notes; prepare agendas, presentations, and notices as needed
- Prioritize workload efficiently to meet deadlines and handle multiple simultaneous tasks
- Professionally interface with all levels of company leadership, external guests and vendors
- Coordinate with external technology vendors to arrange onsite visits, design sessions, or meetings
- Preparation and handling of confidential materials and correspondences
- Create and maintain spreadsheets and other digital files
- Assist with presentations, documentation, and reports as needed
- Coordinate detailed travel and arrange itineraries
- Prepare and process expense reports and travel documentation
- Screen and address incoming calls and correspondences, maintain contact lists
- Other ad hoc duties as required
Requirements
- Minimum 2 years administrative experience, in a technology or software-based organization preferred
- Enthusiasm and a desire to learn various areas of technology as it pertains to an animation studio
- High proficiency in MS software including Outlook and Teams
- Proficiency in collaborative systems including Google Suite, Slack, and Zoom