Administrative Assistant Iv, Global Creative Advertising

This is a Full Time Job

We are seeking an Administrative Assistant to provide daily support to the Executive Vice President of Global Creative Advertising and Marketing.

Responsibilities
• Manages executive's calendar, schedules/coordinates meetings and appointments
• Tracks and organizes all team assets – print, A/V materials, finishes, etc.
• Accurately manages budgets and cost reports for the creative team and keeps a running tally of spent and committed breakdowns per title
• Manages documents and facilitates the flow of information between departments and key stakeholders (electronic and hard copy)
• Prepares files and materials for territory review and feedback
• Screens and responds to incoming calls and correspondence
• Contribute to creative brainstorming sessions
• Arranges meetings or conferences by scheduling conference rooms, issuing meeting requests or invitations, and coordinating agendas
• Performs administrative duties such as filing, typing, and copying documents
• Creates agendas, notices, and resolutions for meetings as required
• Other general administrative duties (updating databases, lists, processing mail, copying, etc.)
• Working with the larger team to keep on top of deadlines and asset delivery
• Facilitating/prioritizing action items and tasks for executive
• Scheduling and preparing for meetings which includes conference room prep, agendas, and distribution of pertinent documents
• Organizing binders, folders, collecting current documents from each department, etc. on a daily basis
• Processing expense reports and travel arrangements for the team
• Miscellaneous duties as required

Qualifications
• Minimum 2 years of experience in an executive assistant capacity, experience in supporting a Senior level Executive is preferred
• Entertainment or corporate experience preferred
• Ability to work a flexible schedule, frequent overtime likely required
• Excellent computer skills specifically Word, Excel, Outlook. Working knowledge of PowerPoint, Keynote, audio, video, and image files.
• Strong communication, interpersonal and organizational skills
• Demonstrates high problem-solving skills and be able to proactively troubleshoot
• To perform efficiently, accuracy and attention to detail required
• Must have personability interacting with internal and external executives, as well as high-profile filmmakers and talent
• Must be able to work independently and multi-task with ease
• Must be able to work well under pressure and with tight deadlines
• Identify work priorities and requirements up-front and make timely decisions
• Demonstrates the ability to work with all levels of management.
• Demonstrates the ability to work as part of a team including contributing beyond your range of duties and experience.
• Must be able to exercise initiative, professionalism, and confidentiality