Executive Assistant, Theatrical Distribution

This is a Full Time Job

Member Summary:

Quick Summary (full description below):
Support the Head of Theatrical Distribution with high-volume scheduling, complex calendar management, and a range of administrative tasks, ensuring smooth operations across internal and external partnerships.

- Salary: $39,300 - $84,100
- Workplace Requirements: Not mentioned
- Years of Experience Required: Not mentioned
- Education Requirements: Bachelor's degree or equivalent
- Hard Skills Required: Calendar management, conference coordination, invoice processing, travel booking, SAP & Basware usage, SAP Concur, TripSource
- Soft Skills Required: Communication, collaboration, attention to detail, time management
- Preferred Skills/Experience: Not mentioned

Full Posting:

Executive Assistant, Theatrical Distribution, MGM

Primary Responsibilities & Essential Functions:
- Serve as gatekeeper for the Head of Theatrical Distribution
- Manage high-volume scheduling & complex calendar management for the executive & department
- Collaborate closely with assistants & executives across various internal departments, high-level talent & teams, & external partners
- Screen phone calls, roll calls, & maintain detailed call logs for the executive
- Coordinate internal/external conference calls/meetings for the executive & department with exhibitors, external partners, filmmakers, etc.
- Facilitate in-person meetings by securing conference rooms, IT needs, site access, etc.
- Create & update filmmaker contacts & email lists for the executive to share film-specific data
- Help book & coordinate research, trade, & special screenings as needed
- Set up internal department screenings & external screenings for exhibitors & business partners
- Prepare & submit film release date announcements to ComScore to ensure industry film visibility
- Create & manage team documents, presentation decks, reports, etc.
- Track department budgets covering philanthropy to conventions to ensure the department stays within budget
- Function as liaison between Finance & vendors to ensure both have appropriate information to facilitate invoice processing
- Process, submit, & track department invoices & purchase orders via SAP & Basware to ensure vendors are paid in a timely manner
- Assist Finance with vendor aging report review to ensure timely processing of invoices & indicate any follow-up needed with other departments
- Process, submit, & track Expense Reports for the executive & department as needed via SAP Concur
- Coordinate & book domestic/international travel for the executive & department as needed via TripSource
- Assist & coordinate group travel with In-Theatre Marketing & other departments for conventions & special events
- Track department travel requests to ensure review & approvals are done in a timely manner
- Aid with onboarding new department employees as well as department assistant training
- Assist with department day-to-day supply needs, IT, and building repair requests, etc.

Qualifications:
- Bachelor's degree or equivalent
- Salary: $39,300 - $84,100