Executive Assistant, Theatrical Distribution, MGM

Executive Assistant, Theatrical Distribution, MGM
Primary Responsibilities & Essential Functions

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.

Basic Qualifications

Bachelor's degree or equivalent

Preferred Qualifications

Experience in a fast-paced, high-tech company & managing multiple calendars

Amazon is an equal opportunity employer and does not discriminate on the basis of protected veteran status, disability, or other legally protected status.

Los Angeles County applicants: Job duties for this position include: work safely and cooperatively with other employees, supervisors, and staff; adhere to standards of excellence despite stressful conditions; communicate effectively and respectfully with employees, supervisors, and staff to ensure exceptional customer service; and follow all federal, state, and local laws and Company policies. Criminal history may have a direct, adverse, and negative relationship with some of the material job duties of this position. These include the duties and responsibilities listed above, as well as the abilities to adhere to company policies, exercise sound judgment, effectively manage stress and work safely and respectfully with others, exhibit trustworthiness and professionalism, and safeguard business operations and the Company’s reputation. Pursuant to the Los Angeles County Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

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