Administrative Assistant
Film 16 reviews - Universal City, CA

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Role Summary:
The administrative assistant is responsible for managing schedules, coordinating meetings and handling travel arrangements for 2 international executives.

Essential Responsibilities:
  • Manages complex schedules and coordinates meetings with internal and external parties utilizing multiple calendars and various time zones, often balancing very strict demands of high-level filmmakers and studio heads, and anticipating problems and conflicts in advance
  • Coordinates travel schedules and arrangements, collects required travel documentation
  • Ensures the timely processing of expenses utilizing the latest electronic processes for payment to Corporate credit card
  • Composes and types routine e-mail correspondence
  • Compiles and distributes relevant information for international offices/agents
  • Creates and updates reports for both internal and external distribution
  • Manages travel and logistics schedules for Universal and Illumination property international road shows
  • Performs basic administrative tasks, e.g. photocopying and filing
  • Maintains proper recordkeeping and filing system for all work
  • Assists other department members as necessary
  • May assist in making arrangements for temporary help, storage, meeting offsites etc.
  • Handles heavy phones, and acts as back up for the UP&L team
  • Takes notes during weekly meeting with marketing executives
  • Maintains contact lists and meeting attendee email groups

    Basic Qualifications:
  • Proficient in Microsoft Word, Outlook, PowerPoint, Excel and Adobe
  • Knowledge of all basic office equipment required
  • Bachelor's degree (or a High School Diploma/GED and a minimum of 5 years of executive assistant experience)
  • Understanding of basic marketing principles and concepts
  • Interest in international sales and marketing
  • Detailed Oriented - Pays attention to multiple details and multiple tasks while minimizing errors
  • Proactive approach to all facets of the role

    Eligibility Requirements:
  • Interested candidates must submit a resume/CV online to be considered
  • Must be willing to submit to a background investigation
  • Must be 18 years or older
  • Must have unrestricted work authorization to work in the United States

    Desired Characteristics
    Desired Characteristics:
  • Bachelor's degree preferred
  • Excellent verbal and written communication skills
  • Foreign language skills a plus
  • Initiative - Demonstrate initiative by confidently self-starting improvements to office procedures, reports and processes and requires minimal supervision
  • Ownership – Takes ownership of and responsibility for their work with exceptional follow up and follow through skills
  • Organization - In order to manage multiple tasks effectively, must be organized in approach and execution of work
  • Team Player - Demonstrates ability to work on a team and willingness to give assistance to co-workers in other areas
  • Confidentiality - Must be able to maintain department business with the utmost confidentially
  • Flexibility - Demonstrates experience working in, and a positive attitude toward a rapidly changing business environment

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