Executive Assistant and IT&D Operations Coordinator
Swank Motion Pictures, St Louis, MO, United States
Executive Assistant To The Chief Information Officer
Major Hollywood and independent movie studios have appointed Swank Motion Pictures, Inc. as their exclusive licensing and distribution partner to offer their box-office hits for public performance in non-theatrical markets (markets outside theaters). Swank represents Walt Disney Pictures, Warner Bros., Sony Pictures, New Line Cinema, Lionsgate, MGM, and many more!
Swank Motion Pictures, Inc. is hiring an Executive Assistant to the Chief Information Officer (CIO). The Executive Assistant to the CIO is a high-impact, trusted partner who keeps the CIO and the IT & Digital (IT&D) teams operating smoothly and efficiently. This person will manage complex scheduling, meeting preparation, internal routing, and cross-department coordination with exceptional precision and confidentiality. This role also supports IT&D's day-to-day operational cadence by managing processes, calendars, publishing clear communications, and maintaining organized systems that keep the department running seamlessly.
The Executive Assistant is the trusted gatekeeper, workflow organizer, and communication hub that ensures the CIO and IT&D leaders have what they need when they need it.
This is an ideal role for someone who thrives in a dynamic, high-trust environment, enjoys creating structure from complexity, and brings strong judgment, organization, and communication skills to every interaction.
Responsibilities
Manage the CIO's calendar, meetings, travel, and related logistics across Outlook and Teams
Prepare meeting materials and "prep packets," ensuring the CIO is equipped with context, goals, and decision points
Maintain a real-time CIO action register and drive follow-up closure daily
Draft travel and meeting agendas and coordinate communications, correspondence, and sensitive routing with strict confidentiality
Serve as the central routing point for IT&D administrative tasks, ensuring work moves to the correct leaders and stays on track
Provide administrative support to multiple IT&D leaders as needed
Maintain organized digital filing systems (SharePoint/OneDrive) with disciplined version control
Manage IT&D's internal process calendar (people processes, operational deadlines) and publish clear communications on what is due, by when, and by whom
Maintain a concise library of IT&D admin resources (templates, job descriptions, vendor artifacts, process notes)
Publish IT&D-wide communications regarding processes and deadlines including what is due and when, where it lives, and who owns next step
Administer purchase order workflows end-to-end, including approvals, submission, routing, and payment documentation
Partner with Accounts Payable on invoice processing, PO matching, and approval tracking
Maintain vendor agreements, renewal awareness, and key metadata; support vendor onboarding tasks (W-9s, contacts, billing setup)
Manage a vendor tracker with ownership, coding, renewals, and status updates
Support security-related procurement where the CIO is an approver, ensuring proper routing and documentation
Assist with expense reconciliation (coding clarifications, approval back-up) and supporting documentation when assigned
Coordinate proactively with HR to align hiring needs, staffing plans, and onboarding timelines to ensure seamless support for executive priorities and manage interview logistics accordingly
Draft internal communications, memos, and departmental reports (status updates, procurement summaries, meeting recaps) as requested
Capture decisions, action items, owners, and deadlines for CIO and IT&D meetings; uphold meeting hygiene (agendas, clarity of decisions, action tracking)
Ensure sensitive documents are handled and stored appropriately with disciplined access control
Major Hollywood and independent movie studios have appointed Swank Motion Pictures, Inc. as their exclusive licensing and distribution partner to offer their box-office hits for public performance in non-theatrical markets (markets outside theaters). Swank represents Walt Disney Pictures, Warner Bros., Sony Pictures, New Line Cinema, Lionsgate, MGM, and many more!
Swank Motion Pictures, Inc. is hiring an Executive Assistant to the Chief Information Officer (CIO). The Executive Assistant to the CIO is a high-impact, trusted partner who keeps the CIO and the IT & Digital (IT&D) teams operating smoothly and efficiently. This person will manage complex scheduling, meeting preparation, internal routing, and cross-department coordination with exceptional precision and confidentiality. This role also supports IT&D's day-to-day operational cadence by managing processes, calendars, publishing clear communications, and maintaining organized systems that keep the department running seamlessly.
The Executive Assistant is the trusted gatekeeper, workflow organizer, and communication hub that ensures the CIO and IT&D leaders have what they need when they need it.
This is an ideal role for someone who thrives in a dynamic, high-trust environment, enjoys creating structure from complexity, and brings strong judgment, organization, and communication skills to every interaction.
Responsibilities
Manage the CIO's calendar, meetings, travel, and related logistics across Outlook and Teams
Prepare meeting materials and "prep packets," ensuring the CIO is equipped with context, goals, and decision points
Maintain a real-time CIO action register and drive follow-up closure daily
Draft travel and meeting agendas and coordinate communications, correspondence, and sensitive routing with strict confidentiality
Serve as the central routing point for IT&D administrative tasks, ensuring work moves to the correct leaders and stays on track
Provide administrative support to multiple IT&D leaders as needed
Maintain organized digital filing systems (SharePoint/OneDrive) with disciplined version control
Manage IT&D's internal process calendar (people processes, operational deadlines) and publish clear communications on what is due, by when, and by whom
Maintain a concise library of IT&D admin resources (templates, job descriptions, vendor artifacts, process notes)
Publish IT&D-wide communications regarding processes and deadlines including what is due and when, where it lives, and who owns next step
Administer purchase order workflows end-to-end, including approvals, submission, routing, and payment documentation
Partner with Accounts Payable on invoice processing, PO matching, and approval tracking
Maintain vendor agreements, renewal awareness, and key metadata; support vendor onboarding tasks (W-9s, contacts, billing setup)
Manage a vendor tracker with ownership, coding, renewals, and status updates
Support security-related procurement where the CIO is an approver, ensuring proper routing and documentation
Assist with expense reconciliation (coding clarifications, approval back-up) and supporting documentation when assigned
Coordinate proactively with HR to align hiring needs, staffing plans, and onboarding timelines to ensure seamless support for executive priorities and manage interview logistics accordingly
Draft internal communications, memos, and departmental reports (status updates, procurement summaries, meeting recaps) as requested
Capture decisions, action items, owners, and deadlines for CIO and IT&D meetings; uphold meeting hygiene (agendas, clarity of decisions, action tracking)
Ensure sensitive documents are handled and stored appropriately with disciplined access control