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Administrative Assistant - Los Angeles

Job Description

This Administrative Assistant role is based in Universal City and reports to the EVP, Distribution & Marketing. The position handles all in-theatre marketing executive support, with great focus on heavy scheduling, telephones, travel management and invoice processes and reconciliation.

-provides support to the EVP & SVP in the areas of travel, scheduling and daily needs such as implementing phone calls, conference calls and in-person meetings with exhibitors and vendors
-originate, draft and oversee distribution of all exhibitor communication, notifications and accompanying documents to the internal executive team, external vendors and customers
-send digital assets to In-Theatre Marketing team
-supports the team director with digital asset gathering and distribution
-process and track purchase orders and invoices for payment
-own accounts payable responsibilities for In-Theater Marketing team
-Create purchase orders, accurately code invoices, coordinate approvals, update operators and team members, and work with vendors as needed
- create and maintain vender set-ups
-maintain and track internal database and files for EVP
-build & maintain relationships with exhibitors and vendors
-work with other divisions of the company to ensure that all trailer placement requests are being met
-responsible for administrative duties including heavy filing and office management (ordering department supplies, expenses, etc.)
-maintains exhibitor, executive and external contact lists
- updates all department databases and worksheets

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