Assistant to CFO and CPCO

Academy of Motion Picture Arts and Sciences; Beverly Hills (CA); Hybrid; USD 41,000 - 45,000; Full time

Benefits offered by this job

Hybrid work model

401k retirement plan with companymatch

Employee discounts

Job summary

Academy of Motion Picture Arts and Sciences is seeking an Administrative Assistant to provide critical support to the Chief Financial Officer and Chief People and Culture Officer. This role also coordinates governance activities for the Academy Board of Governors and Academy Museum Board of Trustees, handling confidential records and executive communications.

The ideal candidate will be productive, analytical, detail-oriented, and capable of anticipating needs across offices.

Qualifications

• Bachelor's degree in a business-related field or equivalent experience.
• 2+ years of administrative experience supporting an executive office.
• 1 year of experience supporting a board or board committees.
• Experience supporting multiple executives simultaneously.
• Ability to manage confidential information and documents.
• Strong organizational skills and ability to balance multiple tasks.

Responsibilities

• Provide core administrative support including managing calendars, expense reports, reconciling credit card expenditures, and coordinating priorities.
• Reconcile and process department invoices for payment.
• Maintain a centralized budget tracking system for the Chief People and Culture Officer's budgets.
• Schedule appointments and coordinate travel arrangements for meetings and travel.
• Oversee logistics for meetings and events, including conference room reservations, virtual meeting coordination, catering, guest reception, and meeting support.
• Create Excel spreadsheets and reports to track projects and assigned work.
• Serve as the primary administrator for Academy Board of Governors and Academy Museum Board committees, scheduling meetings, drafting agendas, preparing materials, and coordinating communications.
• Draft and distribute committee meeting minutes and governance records; publish agendas in Govenda or designated systems.
• Track committee action items and work plans; follow up with liaisons as appropriate.
• Provide administrative support for quarterly 401(k) meetings, including minutes and executive summaries.
• Participate in periodic internal audits and resolve discrepancies.
• Write and edit communications, reports, letters, and instructional documents.
• Organize and maintain confidential files and databases; manage emails and phone communications.

Skills

Administrative support

Executive support

MS Office

Communication skills

Confidentiality

Multitasking

Organizational skills

Education

Bachelor's degree in business-related field

Tools

Airtable

Microsoft Access

Job description

Department: People and Culture
Reports to:Chief People and Culture Officer
Job Type:Full-time – Regular
Job Classification:Hourly (Non-exempt)
Workplace Location:Los Angeles – Primary location is 8949 Wilshire; may work at other Academy locations as needed.
Compensation: $30.00 - $33.00 per hour

Summary/Objective:
The Assistant will provide administrative support to both the Chief Financial Officer and the Chief People and Culture Officer. The position also serves as the primary administrative coordinator for the assigned Academy Board of Governors and Academy Museum Board of Trustees and is responsible for supporting governance activities, executive communications, and confidential Board records. The ideal candidate is productive, analytical, efficient, detail-oriented, tactful, and able to anticipate the needs of both offices.

Essential Functions of the Job:

• Provide core administrative support including managing calendars, preparing expense reports, reconciling credit card expenditures, and coordinating priorities.
• Reconcile and process department invoices for payment.
• Maintain a centralized budget tracking system for the budgets managed by the Chief People and Culture Officer.
• Schedule appointments and coordinate travel arrangements for meetings, conferences, and business travel.
• Oversee logistics for meetings and events, including conference room reservations, virtual meeting coordination, requesting catering, guest reception, and meeting support.
• Create Excel spreadsheets and reports to track projects and assigned work.
• Serve as the primary administrator for assigned Academy Board of Governors and Academy Museum Board committees. Coordinate all logistics before, during, and after meetings. This will include scheduling meetings, coordinating calendars, drafting agendas, preparing meeting materials including talking points, creating presentations, soliciting and tracking attendance, sending committee communications, administering virtual meetings, and providing additional meeting support.
• Partner with committee liaisons and the Chief of Staff to coordinate Board committee meetings, balancing multiple executive calendars and accommodating time zone differences.
• Draft, edit, distribute, and maintain official Board committee meeting minutes and governance records.
• Publish agendas and materials in the Board Portal (Govenda) or other designated systems.
• Track committee action items and committee work plans, following up with committee liaisons as appropriate.
• Provide administrative support for quarterly 401(k) meetings, including meeting minutes and executive summary documents.
• Participate in periodic internal audits and resolve discrepancies as appropriate.
• Write and edit communications, reports, letters, and instructional documents.
• Organize and maintain confidential files and databases.
• Manage communications, including emails and phone calls.
• Perform other related duties as assigned.

Required Competencies:

• A bachelor’s degree in a business-related field, or an equivalent combination of education and experience in lieu of a degree.
• 2+ years of administrative experience supporting an executive office is required.
• 1 year of experience providing administrative support to a board orboard committees is required.
• Work experience in an administrative capacity for multiple executives simultaneously is required.
• Skills to manage confidential situations, data, and documentation.
• Experience balancing and accomplishing multiple tasks efficiently.
• Intermediate Proficiency in the use of MS Office, including Word, Excel, and PowerPoint, is required.
• Experience in creating and implementing operational processes to improve efficiency.
• Self-motivated, highly organized, and detail oriented.
• Strong verbal and written communication skills are required.

Preferred Qualifications:

• Working knowledge and experience in utilizing databases such as Airtable and Access is preferred.

Required Vaccination: Full vaccination against COVID-19 is required, including any booster vaccinations as applicable. Exception: Medical and religious accommodations approved by the Office of People & Culture.

Hybrid Requirement: All Academy positions require a minimum of 2 days per week of in-person work at an Academy Location. Exceptions: Positions requiring daily in-person presence (ex., front-line staff, staff who need to deal with materials on-site, etc.) and medical and religious accommodations approved by the Office of People & Culture.

Our Benefits:

• Comprehensive medical, dental, and vision coverage.
• 15 days of PTO, plus company-paid holidays.
• Additional time off including summer hours, winter hours, and a cultural floating holiday.
• Paid sick leave.
• Paid parental leave.
• 401k retirement plan with a company match
• Clean Air Commuter Program
• Employee Assistance Program through ComPsych Guidance Resources.
• Wellness benefits through Cigna Healthcare.
• Free access to 16,000+ online courses through LinkedIn Learning
• Free Academy membership screenings
• Free tickets and screenings at the Academy Museum
• Employee discounts through LifeMart and Working Advantage