Executive Assistant

Responsibilities:

Executive & Administrative Support

• Provide high-level administrative support to the Sr. VP of Domestic Publicity, managing day-to-day priorities and workflow.
• Manage and maintain the VP’s calendar, including scheduling meetings, long-term planning, and coordinating travel.
• Coordinate meeting logistics including room bookings, invitations, agendas, materials, and handouts via Outlook.
• Field a high volume of phone calls, maintain an accurate phone log, and route inquiries appropriately.
• Screen and flag priority emails and communications for the VP and relevant team members.
• Take and distribute team meeting notes, tracking follow-ups and action items.
• Maintain team distribution lists, office documents, and internal tracking systems.
• Create, update, and maintain team documents and publicity tracking materials as requested.
• Handle incoming mail, FedEx requests, and office supply orders.

Publicity & Media Coordination

• Manage National Breaks distribution across publicity channels.
• Compile and update media outlet reports and press tracking for the VP.
• Send the Daily Buzz report covering the VP’s outlets by 1:00 PM daily.
• Lead the New York Reviews & Critics Grid, tracking media coverage and reviews.
• Maintain and update press cheat sheets and outlet reference materials for the VP.
• Support publicity campaigns by coordinating press screenings and media-related events.

Screenings, Events & Campaign Logistics

• Book and manage New York theatrical screenings for press, talent representatives, and publicity events.
• Coordinate RSVP management for premieres, screenings, junkets, and press events.
• Arrange transportation logistics for campaigns, including premieres, press events, and junkets.
• Manage event transportation and car services in New York for executives, talent, and media.
• Coordinate hotel accommodations in New York for talent, filmmakers, and press when required.
• Assist with domestic and international travel bookings for talent and filmmakers, including private jet requests when applicable.

Financial & Budget Management

• Prepare and submit business expense reports in a timely manner.
• Process and track New York publicity invoices and vendor payments.
• Work with Procurement and Finance teams to process invoices and manage daily hires.
• Serve as a point person for budget development and monitoring for publicity campaigns (junkets, tours, press events, etc.).
• Track and manage contracts related to New York publicity initiatives.

Basic Qualifications

• 1+ years of administrative experience supporting the Director/Vice President level
• Extremely detail oriented and organized, with a strong ability to manage multiple high priority projects and appropriately prioritize work and meet deadlines, make decisions and change course of action quickly
• Ability to make independent decisions when handling sensitive and confidential information, while exercising good judgment and discretion  
• Proactively anticipate needs of SVP and manage office time efficiently
• Ability to maintain an efficient office, files, database, and information
• Ability to multitask and deliver under tight deadlines with a calm, professional manner
• Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives and filmmakers, as well as business unit contacts and key external partners
• Proven competency in general administrative skills including answering the phone, filing, etc.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook for meeting requests and calendaring
• Technologically savvy
• Strong people skills, including the ability to work effectively as part of a team.
• Ability to be flexible with work schedule. Overtime and weekends required.
• Positive attitude, proactive, resourceful and flexible
• Maintain standards of strict confidentiality with respect to all matters and documents

The hiring range for this position in New York, NY is $62,400.00 to $83,600.00 per year based on a 40 hour work week. The amount of hours scheduled per week may vary based on business needs. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience among other factors. A bonus and/or long-term incentive units may be provided as part of the compensation package, in addition to the full range of medical, financial, and/or other benefits, dependent on the level and position offered.