Executive Assistant

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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

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