Executive Assistant I

Posting
Job Title
Executive Assistant I Time Warner
Division
Warner Bros. Entertainment Group WB Business Unit WB Pictures:WW Marketing Industry Film Production and Distribution Area of
Interest
Administrative/Clerical Location United States - California - Burbank Requisition # 164082BR Position
Type
Full Time Company Overview Warner Bros. has been entertaining audiences for more than 90 years through the world’s most-loved characters and franchises. Warner Bros. employs people all over the world in a wide variety of disciplines. We're always on the lookout for energetic, creative people to join our team. Business Unit Overview Warner Bros. Pictures Group (WBPG) produces, markets and distributes Warner Bros.’ slate of approximately 20 movies a year, including films from New Line Cinema. Our movies have generated industry-leading box office results and have won multiple Academy Awards in recent years. Warner Bros. Pictures is a global leader in the international marketing and distribution of feature films, operating in more than 30 countries and releasing films in more than 120 territories. Posting Job Description What part will you play?
Warner Bros. Distributing Inc. seeks an Executive Assistant I for the Executive department. Position provides administrative support to division President, Worldwide Marketing and to the Executive Assistant IV.
  • Functions as a representative of the President’s office.  Greets and interacts with senior management, filmmakers, talent, agents and with various divisions within Warner Bros.
  • Responsible for screening and handling incoming and outgoing calls in a professional and positive demeanor.  Ensures phone sheet is updated and maintained with accuracy.   
  • Works with the Executive Assistant to set and review schedules, anticipating and proactively resolving conflicts to ensure time is used efficiently.  Arranges travel as needed and manages potential conflicts of schedule or priorities with discretion.
  • Prepares, updates and maintains contact lists, various files and records.
  • Prepares correspondence and responds to inquiries.
  • Professionally formats documents, meeting presentation materials, agendas, notes, itineraries, etc.
  • Assists in the preparation of specific reports, lists, charts, schedules, agendas, meeting presentation materials, etc. Handles photocopying of all reports, documents and other materials.  Distributes information as directed.
  • Prepares, submits and tracks expense reports.
  • Prioritizes and keeps lists of key emails that require approvals.  Manages PIX to do list and keeps daily log of to do lists, emails and required approvals.
  • Opens, organizes and distributes incoming and outgoing mail.  Coordinates courier requests.
  • Orders and maintains supplies for the office.
  • Responsible for booking and confirming lunch/dinner reservations.
  • Responsible for drive-on requests and security issues for all guests.
  • Performs other related duties as assigned.
  • Performs errands (by car, on foot or other).
What do we require from you?
  • High School diploma required.
  • College degree preferred.
  • Typing at 50 wpm, Outlook, MS Word, MS Excel, Power Point.
  • Familiarity working with call log/phone sheet and calendar system required.
  • Must have knowledge of Outlook, file set-up, maintenance, filing procedures, basic math, spelling, grammar, punctuation, English usage and report & letter formats.
  • Previous assistant experience required and must have at least 2 years administrative assistant experience working for top level executive.
  • Previous marketing or entertainment industry assistant experience required.
  • Must have the ability to deal effectively with executives, talent, filmmakers, etc.
  • Must have the ability to communicate effectively and tactfully with persons on all levels, in person and on the telephone.
  • Must have the ability to pay close attention to detail and understand written and oral instructions.
  • Must have the ability to prioritize, organize multi-task and schedule work effectively in a fast-paced, deadline driven environment.
  • Must have the ability to maintain confidential information.
  • Must have problem solving skills.
  • Must have the ability to adapt and respond to last minute changes and modifications to executive schedule and travel.
  • Must have the ability to research, distill and communicate pertinent information on assigned tasks.

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The Warner Bros. Entertainment Group of Companies is an equal opportunity employer and considers all candidates for employment regardless of race, color, religion, sex, national origin, citizenship, age, disability, marital status, military or veteran's status (including protected veterans, as may be required by federal law), sexual orientation, gender identity or any other category protected by law.