• Executive Assistant II

    Locations US-CA-Hollywood
    ID
    2018-9668
    Company
    Paramount Pictures
  • Overview and Responsibilities

    This position performs administrative duties for the Senior Vice President of Marketing Services Worldwide.  Responsibilities include screening calls, making meeting and travel arrangements, preparing reports, correspondence and financial data, proofing of AV and print marketing materials and supporting other departmental staff as needed. Requires strong computer, proofing, communication and internet research skills. Also calls for 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.

    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 

    • Compose correspondence/reports for own or supervisor’s signature
    • Arrange essential correspondence in priority action order for supervisor
    • Check deadlines on incoming requests and put preliminary work in play
    • 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
    • Set up "tickler" system
    • Set up "exception reporting" system to handle routines without supervision
    • Routinely re-order department supplies
    • 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

    Additional Qualifications

    • 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
    • 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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