Executive Assistant

About the position

The Executive Assistant is responsible for supporting all day-to-day activities undertaken by the Executive Vice President and Managing Director, Universal Pictures International. This is a globally focused role and includes managing schedules, coordinating meetings and handling travel arrangements. This role will also include the preparation of presentations, tracking of key actions required and direct liaison with senior level stakeholders both internally and externally across all international territories.

Responsibilities

• Manage complex schedule and coordinate meetings with internal and external parties across multiple time zones utilizing multiple calendars, often balancing very strict demands of high-level filmmakers and studio heads and anticipate problems and conflicts in advance.
• Build and manage agendas, logistics and presentations for meetings, conferences and events and maintain proper recordkeeping and filing system for all work.
• Establish and maintain positive relationships with internal and important external clients.
• Prepare and process P-card and expense reports in accordance with established divisional travel policy guidelines; Ensure the timely processing of expenses utilizing the latest electronic processes for payment to corporate credit card.
• Coordinate travel schedules and arrangements and collect required travel documentation.
• Assist other department members as necessary and serves as back up for the desk of President of Universal Pictures International and the distribution team.

Requirements

• 3+ years of experience supporting a senior level executive.
• Proficient in Microsoft Word, Outlook, PowerPoint, Teams, and Excel.
• Must have unrestricted work authorization to work in the United States.
• Must be willing to work in Universal City, CA.
• Willingness to work evenings and weekends with short notice and be flexible with hours.
• Willingness to travel internationally if required.

Nice-to-haves

• An expert communicator with the ability to communicate with all levels, especially senior executives.
• Experience with advanced international travel bookings and able to navigate meticulous itineraries and demands abroad.
• Ability to truly multi-task, prioritize and be flexible in a fast paced and highly pressured environment.
• Ability to work with confidential and sensitive information with absolute discretion.
• Experience of corporate events, restaurant knowledge etc.
• Exceptional attention to detail.
• Confident and proactive style with maturity and presence commensurate with the profile of the position and the organization.
• Ability to think globally whilst respecting cultural norms and accommodating local demands and requirements.
• Ability to work independently and show a very strong sense of initiative and intuition.
• Robust work ethic and ability to calmly handle the demands of the role.
• Demonstrable senior EA experience.
• Demonstrate initiative by confidently self-starting improvements to office procedures, reports and processes and requires minimal supervision.
• Excellent organizational, analytical and administrative skills, together with developed interpersonal skills, telephone manner and attention to detail.
• Fluent in foreign language(s) is a plus.

Benefits

• Medical, dental and vision insurance.
• 401(k).
• Paid leave.
• Tuition reimbursement.
• A variety of other discounts and perks.