Administrative Assistant
Film 4.416 reviews - Universal City, CA

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Role Summary:
The Administrative Assistant/Secretary supports the Vice President of Marketing & Creative and the overall department comprised of the Partnerships Account Management team. Develops, implements and improves office administration support procedures and any other duties as assigned or required.

Essential Responsibilities:
  • Phones and Voice Mail Messages: primarily cover VP and manage phone roll-over for Account Managers
  • Travel coordination, booking and oversight for VP
  • Manage the Daily Calendar for the VP, Marketing & Creative, as well as scheduling all departmental/partner status calls
  • Compile agenda points for staff meetings as requested
  • Compile and generate meeting notes, reports and presentations as requested
  • Maintain 3rd party, vendor, and other contacts for the Account Management team
  • On-site meeting set-up for the department (in-person, conference calls, Webex and/or video conferencing)
  • Off-site meeting planning and set-up for the department
  • Work with the Dub Room to fulfill requests
  • Execute, file and manage expense reports for the VP Marketing & Creative
  • Photocopying, Digital Scanning and Collation of print materials for distribution
  • Support business unit’s script duplication, collation, binding, distribution & tracking
  • Coordinate Courier Distribution (Fed Ex, Messengers, USPS, Interoffice Mail, etc.) for the department
  • Filing as needed for the department
  • Help maintain the Creative & Marketing on-lot storage rooms
  • Generate PO Requests as needed, database input tracking of PO #s and invoice submission to Accounts Payable
  • Work with Accounts Payable to track processed invoice payments
  • Manage equipment and software (generate IT Tickets for computers, software needs)

  • Qualifications/Requirements
    Basic Qualifications:
  • Prior experience in the entertainment industry, specifically marketing, promotions, publicity
  • Candidate should be proficient in Word, Excel, Power Point and Outlook
  • Excellent attention to detail
  • Prior administrative experience

    Eligibility Requirements:
  • Interested candidates must submit a resume/CV online to be considered
  • Must be willing submit to a background investigation
  • Must be 18 years or older
  • Must be willing to join the OPEIU Local 174 union
  • Must have unrestricted work authorization to work in the United States
  • Must be covered by Solutions, NBCU’s Alternative Dispute Resolution Program

  • Desired Characteristics
  • College degree
  • Detail Oriented - Pays attention to multiple details and tasks while minimizing errors

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    About this company
    4.416 reviews
    AFI is a national institute providing leadership in screen education and the recognition and celebration of excellence in the art of film,...