Added by on 2014-07-12

Industrial Light & Magic Recruiting Executive Assistant – I

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Executive Assistant – I

Company: Industrial Light & Magic
Location: Letterman Digital Arts Center
State: California
City: San Francisco
Benefited/Non-Benefited: Benefited
Salary/Hourly: Hourly

Job Description

Support two or more members of the ILM Executive team, including scheduling appointments, answering phones, coordinating travel, and other administrative duties.

Supports two or more Executives in:

Heavy calendar scheduling and management
Answers, prioritizes and screens the incoming phone calls, voicemail, mail and correspondence
Prioritize email, mail and/or meeting requests, obtaining all key information, and make appropriate recommendations regarding action and follow-up
Travel scheduling and coordination
Coordinate document signatures, copying and dissemination
Distribute mail
Prepare expense reports
Various administrative tasks as needed
Provide back-up support to other Executives as needed
Update and maintain confidential files and databases
Coordinate on-site visitors including entering into visitor kiosk and escorting
Prepare conference rooms for set up including A/V technology needs
Order, buy, pick-up food, drink and catering as needed
Coordinate workplace service and IT needs
Assist with various event planning and coordination
Assist with various mailings and gifts
Proactively assists with all general administrative functions as needed/requested
Notify WPS/Security of shows working weekends
Provide back-up support to other Executive Assistants as needed
Special projects as needed on an on-going basis as assigned


College degree, or equivalent
Minimum of 5 to 7 years as an administrative assistant is required
Three + years experience as an executive assistant in an entertainment environment preferable
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 deal in a professional manner with all levels of executives and staff
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
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
Ability to work overtime on an ongoing basis
Ability to lift heavy items up to 25 lbs
Ability to travel if requested

Apply here:-
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