Executive Assistant, Theatrical Distribution, MGM

Job Title

Serve as gate keeper for the Head of Theatrical Distribution. Manage high-volume scheduling & complex calendar management for executive & department. Collaborate closely with assistants & executives across various internal departments, high-level talent & teams, & external partners. Screen phone calls, roll calls, & maintain detailed call logs for executive. Coordinate internal/external conference calls/meetings for executive & department with exhibitors, external partners, filmmakers, etc. Facilitate in-person meetings by securing conference room, IT needs, site access, etc. Create & update filmmaker contacts & email lists for executive to share film specific data. Help book & coordinate research, trade, & special screenings as needed. Set up internal department screenings & external screenings for exhibitors & business partners. Prepare & submit film release date announcements to ComScore to ensure industry film visibility. Create & Manage team documents, presentation decks, reports etc. Track department budgets covering philanthropy to conventions, to ensure department stays within budget. Function as liaison between Finance & vendors to ensure both have appropriate information to facilitate invoice processing. Process, submit, & track department invoices & purchase orders via SAP & Basware to ensure vendors are paid in timely manner. Assist Finance with vendor aging report review to ensure timely processing of invoices & indicate any follow up needed with other departments. Process, submit, & track Expense Reports for executive & department as need be via SAP Concur. Coordinate & book domestic/international travel for executive & department as need be via TripSource. Assist & coordinate group travel with In-Theatre Marketing & other departments for conventions & special events. Track department travel requests to ensure review & approvals are done in a timely manner. Aid with on-boarding of new department employees as well as department assistant training. Assist with department day to day supply needs, IT and building repair request, etc.