Executive Assistant III

Locations US-CA-Hollywood
ID
2018-8306
Company
Paramount Pictures

Overview and Responsibilities

Performs administrative duties for the Vice President of Print Production Worldwide. Responsibilities include screening calls, making meeting and travel arrangements, prepare reports, correspondence and financial data, monitor print marketing materials, and supporting other departmental staff as needed. Requires strong computer, organizational, communication, internet research and skills. Also calls for attention to detail, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside vendors.

 

Primary Duties & Responsibilities

Priorities

  • Manage supervisors daily phones, calendar and expense report
  • Coordinate all facility and IT issues for the department
  • Process department vendor invoicing.
  • Relieve management of administrative detail, all projects
  • Coordinate work flow
  • Update and chase delegated tasks to ensure progress to deadlines
  • Take initiative in supervisor’s absence
  • Keep projects on schedule
  • Maintain procedures manual to ensure consistent performance of routines


Communication

  • Check deadlines on incoming requests and put preliminary work in play
  • Compose correspondence/reports for own or supervisor’s signature
  • Arrange essential correspondence in priority action order for supervisor
  • Process replies on own initiative or from supervisor’s directive
  • Research, draft or abstract reports
  • Phone
  • Handle all inquiries within the scope of your delegated responsibilities
  • Arrange "callbacks" for supervisor
  • Provide back-up materials for callbacks
  • Route calls elsewhere as needed
  • Appointments/Meetings
  • Prepare agenda in advance
  • Arrange meeting facilities
  • Confidentiality
  • Perform to earn supervisors full confidence
  • Assure discreet handling of all business
  • Visitors
  • Screen to control interruptions
  • Provide back-up data as needed
  • Arrange amenities, schedule conference rooms as needed
  • Provide lot passes for all visitors
  • Travel
  • Arrange travel through internal or outside agents
  • Arrange travel cash in advance
  • Prepare itinerary, trip file and supplies
  • Prepare expense report tools for boss
  • Complete expense reports after trip
  • Data Management

  • Improve/tighten storage/retrieval systems
  • Update and manage index

 

  • Routines

  • Update desk manual
  • Update mail/phone directories and administrative  manual regularly

Projects

  • Handle administrative detail, all projects
  • Seek greater role in projects within administrative and other areas of competence

 

Basic Qualifications

  • BA/BS degree in Marketing/Advertising or related/similar field.
  • Previous work experience in marketing or advertising preferable.
  • Must be with proficient with Microsoft Outlook and Word. Must be skilled with Excel.
  • Excellent communications skills (written & verbal).
  • Must be able to handle several tasks simultaneously while maintaining a high degree of accuracy.
  • Must have the ability to organize and work well under time constraints.
  • Must have the ability to meet deadlines, manage multiple project elements simultaneously.

Additional Qualifications

  • Ability to work in a fast paced environment required.
  • Experience in communicating and working with senior executives.
  • Knowledge of new media marketing technologies such as Internet, Mobile, Webcasts, Co-promos, etc.
  • Ability to work with secure and confidential materials and keep proprietary information safe.

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