Executive Assistant, Theatrical Distribution, MGM

Primary Responsibilities & Essential Functions:

• Serve as gate keeper for the Head of Theatrical Distribution
• Manage high-volume scheduling & complex calendar management for executive & department
• Collaborate closely with assistants & executives across various internal departments, high-level talent & teams, & external partners
• Screen phone calls, roll calls, & maintain detailed call logs for executive
• Coordinate internal/external conference calls/meetings for executive & department with exhibitors, external partners, filmmakers, etc.
• Facilitate in-person meetings by securing conference room, IT needs, site access, etc.
• Create & update filmmaker contacts & email lists for executive to share film specific data
• Help book & coordinate research, trade, & special screenings as needed
• Set up internal department screenings & external screenings for exhibitors & business partners
• Prepare & submit film release date announcements to ComScore to ensure industry film visibility
• Create & Manage team documents, presentation decks, reports etc.
• Track department budgets covering philanthropy to conventions, to ensure department stays within budget
• Function as liaison between Finance & vendors to ensure both have appropriate information to facilitate invoice processing
• Process, submit, & track department invoices & purchase orders via SAP & Basware to ensure vendors are paid in timely manner
• Assist Finance with vendor aging report review to ensure timely processing of invoices & indicate any follow up needed with other departments
• Process, submit, & track Expense Reports for executive & department as need be via SAP Concur
• Coordinate & book domestic/international travel for executive & department as need be via TripSource
• Assist & coordinate group travel with In-Theatre Marketing & other departments for conventions & special events
• Track department travel requests to ensure review & approvals are done in a timely manner
• Aid with on-boarding of new department employees as well as department assistant training
• Assist with department day to day supply needs, IT and building repair request, etc.