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Executive Assistant
Entertainment & Media Industry Company
San Rafael, CA, United States
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Skywalker Sound serves the digital audio post-production needs of the entertainment industry. A dynamic force in the art of sound design, editing, and mixing for more than 25 years.
The Executive Assistant will support the General Manager (“GM”), Director of Production (“DOP”), and Director of Engineering (“DOE”) of Skywalker Sound which includes scheduling appointments and answering phones, including coordinating inter-company travel, Special Event Notifications to Skywalker Properties, screenings, awards applications, and providing back up to our client services and production services departments.
• Supports the GM, DOP, & DOE, and key creatives as assigned, in calendar management, travel arrangements and support, expense reports, preparing for presentations, PR contact and company meetings and other key events.
• Manages, prioritizes and screens the GM, DOP, & DOE incoming phone calls, voicemail, mail and correspondence. Also handles overflow or non-essential email communication.
• Provides back up support to our client services and production services departments
• Compiles and maintains credit lists for all productions.
• Working with ILM/Company PR, compiles Power Point/Keynote slides for company meetings/presentations including organizing all award ceremonies, member and award submissions.
• Act as single point of contact for all Production Meetings, including scheduling, documentation (video recording and/or screencasting) coordination, RSVPs and posting to Skyonline.
• Organize all company screenings and all details pertaining to them, including drafting the email announcements, inputting guests into the visitor system and liaising with security for Ranch access.
• Greets Skywalker Sound guests and manages their activities while on campus. Responsible for giving tours of the Skywalker Sound Technical Building and other Ranch locations.
• Schedule, attend, take and distribute notes at department meetings.
• Proactively assists with all general administrative functions as needed/requested.
• Assist with special projects as needed, including special event coordination.
• Maintains client contact and location list used by various parties
• Must be able to work occasional nights and weekends to support screenings and events.
• Must be able to work overtime, as needed on an ongoing basis
Requirements:
• College degree, or equivalent, and minimum of three years’ experience as an Executive Assistant in a corporate, preferably entertainment environment.
• Excellent communication skills, written and verbal. Ability to effectively and efficiently communicate with all levels of executive, management and staff.
• Demonstrated professionalism and ability to maintain the highest level of confidentiality.
• Proven ability to successfully handle a high level of client interaction.
• Ability to manage multiple projects and tasks with a high level of detail and accuracy.
• Excellent organizational and follow through skills.
• Highly computer literate. Must be proficient with the following software; MS Word, Excel, Power Point, and Outlook. FileMaker Pro preferred.
• Demonstrated ability to partner with others and build relationships.
• Ability to work well and prioritize in a fast paced multi-project environment.
• Must work well under pressure.