Overview

Responsibilities:

-Highly Organized, Self-starter, and Team Player are keywords for the Executive Assistant. On any given day, you might:

-Provide the VP, Animation Production with support to enable them to complete their work in a timely manner. This includes: managing calendars/schedules and adjusting meetings to accommodate priorities, arranging travel and procuring/coordinating necessary items needed for international travel, creating presentations, and coordinating other key events.

-Arrange, coordinate and confirm all travel arrangements on behalf of the VP, Animation Production. This may include coordinating travel for external/production crews as necessary. Ensure that all schedules are distributed, appropriate parties are kept up to date, and that all arrangements are within policy and make most efficient use of organization funds.

-Prepare, submit and track expense reports for the VP, Animation Production as well as other senior staff members as requested or assigned.

-Assist in facilitating established schedules through production planning, coordination and troubleshooting.

-Coordinate and set up internal/external meetings and events including booking conference rooms, setting up A/V technology needs, meals and catering, running errands, entering guests into visitor kiosk and escorting guests.

-Provide support for Writers Conferences in the form of scheduling, arranging travel, booking conference rooms, catering, and coordinating and assisting with other logistics.

-Use and update planning systems and work-in-process tracking systems daily.

-Provide administrative support and back-up support to the production team including typing memos, documents and schedules, photocopying, computer data entry and filing.

-Prepare, maintain and distribute artwork, storyboards, reports, and other materials as needed to appropriate personnel.

-Prepare routine correspondence and forms, answer phones, package and ship various artwork, samples, etc. as needed.

-Order, inventory, maintain and distribute office supplies appropriately.

-Complete special projects as needed or requested.

EXPERIENCE / SKILLS

Basic Qualifications:

-Here are the skills and experience you need to be successful in this role:

-3+ years’ experience in Production, preferably in Animation.
Experience supporting senior-level executives.

-Strong organizational and project management skills.

-Ability to work collaboratively with diverse personalities and work styles.

-Capable of working independently and as part of a team. Demonstrated ability to work with minimal supervision.

-High level of initiative, flexibility and confidentiality.

-Strong attention to detail with an eye for accuracy as well as a high level of focus.

-Ability to establish priorities and multi-task efficiently within a high-pressure environment while meeting strict deadlines.

-Ability to work in a start-up environment that has a certain degree of ambiguity.

-Excellent administrative skills including word processing, strong working knowledge of Microsoft Word and Excel, required. Project Management software experience a plus.

Preferred Education

-Bachelor’s Degree in film, art, theatre, communications or related field preferred.