Executive Assistant to the CEO

4 weeks ago

Woodland Hills, California, United States Panavision Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant to provide administrative support to our CEO and other executives. The ideal candidate will have a strong background in executive support, excellent communication skills, and the ability to work independently with minimal supervision.

Key Responsibilities
  • Provide administrative support to the CEO and other executives, including scheduling meetings, coordinating travel, and preparing correspondence.
  • Anticipate and meet the administrative needs of the CEO and other executives, being proactive in ensuring that their schedules and calendars are managed efficiently.
  • Drive projects as directed by the CEO and/or executive team members, ensuring timely completion and high-quality results.
  • Organize and coordinate travel for all Panavision US travelers, including booking flights, hotels, and rental cars.
  • Plan and coordinate large group meetings, including vendor management, meeting space reservations, catering orders, and travel arrangements.
  • Serve as the administrative liaison for senior-level customer interactions, including fielding incoming calls, greeting visitors, and forwarding messages and correspondences.
  • Prepare expense reports and other documentation as needed.
  • Track time-off and coordinate payroll timesheet approvals for the executive team as needed.
  • Coordinate and schedule the use of conference rooms.
  • Maintain accurate and organized filing systems.
  • Order and maintain office supplies.
  • Coordinate and complete department shipping and receiving.
Requirements
  • 5+ years of experience in an executive support role, preferably in a mid-to-large-sized company with global operations.
  • Experience booking travel for multiple executives via online platforms, with Concur experience preferred.
  • Demonstrated proficiency with Microsoft Windows applications, including Outlook, Word, Excel, and PowerPoint.
  • Proactive calendar management skills.
  • Effective communication skills, both verbal and written, with internal and external customers.
  • Ability to troubleshoot and solve problems.
  • Ability to multitask and shift priorities as needed.
  • Ability to work independently with minimal supervision.
  • Strong organizational skills and attention to detail.
  • Strong follow-through skills.
  • Effective time management skills.
  • Prior experience in media, entertainment, or technology organizations is preferred.
  • International experience is a plus.
  • This position may be privy to confidential and sensitive information, requiring discretion.
Work Environment and Physical Demands

This job operates in a professional office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, use hands and reach with hands and arms. The employee may also be required to lift product or equipment weighing up to 50 lbs.

Position Type/Expected Hours of Work

Prompt and regular attendance is required. Employees are expected to begin work at the start of their scheduled shift and to complete their assigned work shift according to the responsibilities of their position.

This position works standard business hours but may require long hours and some weekend work.

Travel

Some out-of-state/country and overnight travel may be expected.

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