Executive Assistant

The Executive Assistant support a senior film executive within Sony Pictures Motion Picture Group and will be responsible for a full range of administrative support including: answering phones, maintaining calendars, filing, meeting coordination, travel arrangements, handling correspondence, expense reports, and general senior level office duties. 

Responsibilities

• Manages executive’s calendar; schedules/coordinates meetings; handles any meeting preparation 

• Screens and responds to incoming calls and follows up on outgoing calls  

• Prepare documents, research and presentations for high-level meetings  

• Drafts correspondence for executive (emails, agendas, meeting minutes, letters, memos, script notes, etc) 

• Handles feedback, both constructive and critical, with openness and a growth mindset. 

• Remains calm, composed and solution-oriented in demanding or high-stress circumstances. 

• Able to maintain clarity and focus even in situations involving ambiguity or competing priorities. 

• Processes and tracks billing, expense reports, etc. 

• Disperse executive documents, as well as creating and maintaining files (electronic and hard copy) 

• Book complex travel, both domestic and international; experience with private charters and visa regulations helpful 

• Assist with event planning for executive  

• Serve as liaison for executive’s various boards and charities   

• Ensure office procedures run smoothly, efficiently and effectively  

• Other general administrative duties (processing mail, copying, gifting, etc.) 

• Miscellaneous duties as required 

Qualifications

• A minimum of 5 years as executive assistant on a senior level desk in the film industry; ideally in the development / production space 

• Strongly prefer a candidate who has worked at a talent agency 

• Expert in MS PowerPoint, Word, Excel and Outlook as well as Adobe Acrobat  

• Exceptional organizational and interpersonal skills 

• Must be able to multi-task and prioritize to ensure all assignments are completed in an accurate and timely manner 

• Must be flexible – an ability to work well in an environment where needs and priorities are subject to much revision 

• Common sense, dependability, loyalty, discretion, resourceful, maturity and attention to detail are required 

• Excellent communication skills – written and oral (must have a professional and courteous demeanor)  

• Knowledge of talent and filmmakers in the entertainment industry