Executive Assistant
2 weeks ago
This Machine Filmworks:
This Machine (a part of Sony Pictures Television - Nonfiction) was founded in Los Angeles and New York City in 2020 and has quickly established itself as one of the world's premier producers of documentary film and television. Headed by Award-winning filmmaker and non-fiction pioneer R.J. Cutler, This Machine is a filmmaker-driven company that explores the times we live through non-fiction storytelling in all media. This Machine is behind the Academy Award shortlisted Billie Eilis: The World’s A Little Blurry, the critically acclaimed four-part MGM+ docuseries Murph the Surf, the multi-award winning BELUSHI, the celebrated history of women of color in the fashion industry, Supreme Models, and the cult-hit Dear… which recently aired its second season on Apple TV+. Upcoming projects include the feature documentaries Goodbye Yellow Brick Road: The Final Elton John Performances and the Years That Made His Legend (Disney+), the Untitled Martha Stewart Documentary (Netflix), Anthem (Hulu), and The Devil You Know (HBO), as well as the four-part series Big Vape (Netflix), which chronicles the rise and fall the of E-cigarette company Juul.
THE ROLE
The Executive Assistant will support Executives of This Machine Filmworks 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.
Core 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
- Draft correspondence for executives (emails, agendas, meeting minutes, letters, memos, script notes, etc.)
- 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
- Ensure office procedures run smoothly, efficiently, and effectively
- Other general administrative duties (processing mail, copying, gifting, etc.)
- Miscellaneous duties as required
Job Requirements
- A minimum of 3-5 years as an executive assistant on a senior-level desk in the entertainment industry; ideally in the unscripted/nonfiction space
- 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)
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