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