Executive Assistant

Industrial Light & Magic; San Francisco (CA); Hybrid; USD 64,000 - 87,000; Full time

Job summary

A leading entertainment company seeks an Executive Assistant to provide high-level administrative support to the SVP & General Manager. This hybrid role demands strong organizational skills, attention to detail, and excellent communication to manage a busy calendar, travel arrangements, and visitor logistics. The ideal candidate has over five years of experience, preferably in a production environment, and can thrive under pressure while maintaining confidentiality.

Benefits

Bonus and/or long-term incentive units

Full range of medical and financial benefits

Qualifications

• 5+ years’ experience providing executive level administrative support ideally in entertainment.
• Ability to manage multiple tasks efficiently in fast-paced environments.
• Excellent written and verbal communication skills.

Responsibilities

• Manage SVP’s calendar, schedule meetings, and handle logistics.
• Execute complex travel arrangements including visa procurement.
• Process expense reports and handle phone calls.

Skills

Communication

Organizational Skills

Detail Orientation

Customer Focused

Education

Bachelor's degree or equivalent experience

Tools

G Suite

Microsoft Office

Adobe Photoshop

Concur

Job description

This role is considered Hybrid, which means the employee will work 2-3 days onsite at a Company designated location and occasionally from home.

We are looking for a team player who reflects the innovative spirit, creative talent, and passion for great storytelling and filmmaking that define Industrial Light & Magic.

The Executive Assistant provides administrative assistance to the SVP & General Manager of ILM. The EA is on the front line for all demands on the executive office. In this position, the EA must be very personable, detail oriented, discreet, organized, tech-savvy, and able to multi-task in a fast-paced environment.

What You’ll Do

• Facilitate daily workflow of the SVP’s calendar, scheduling meetings, handling meeting logistics, etc.
• Execute complex travel arrangements (including international travel) including visa procurement
• Process expense reports
• Handle all phone calls and written requests in a timely manner
• Keep the department running smoothly by answering phones for the department, maintaining accurate databases of phone calls and interview requests, ordering supplies, mailing and shipping, etc.
• Oversee tactical planning for special presentations as needed
• Process invoices and purchase orders for the department
• Meet and greet visitors and handle logistics for VIP and Client visits
• Other projects as assigned
  
  
  

What We’re Looking For

• Bachelor's degree or equivalent experience, ideally in a production environment
• 5+ years’ of experience providing executive level administrative support preferably within the entertainment industry
• Demonstrated professionalism and ability to maintain the highest level of confidentiality
• Ability to work autonomously and handle many tasks efficiently with a high level of detail and accuracy within a fast-paced, multi-project, tight deadline environment
• Excellent communication skills (written and verbal) with all levels of executives and with the public including press, fans and VIP talent; ability to use correct etiquette when speaking with productions, agencies, other studios, etc.
• Must be proficient with the following software; G Suite and Microsoft Office; Adobe Photoshop and Concur a plus
• Demonstrated ability to partner with others and build relationships
• Must be customer-focused, innovative, solution-oriented and efficient
• Must keep a positive attitude and work well under pressure
• Excellent organizational and follow-through skills
• Role requires ability to work in multiple time zones
• Role requires overtime work
  
  
  

The hiring range for this position in San Francisco, CA is $64,300 to $86,100 per year. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience among other factors. A bonus and/or long-term incentive units may be provided as part of the compensation package, in addition to the full range of medical, financial, and/or other benefits, dependent on the level and position offered.