Tip of the week:
What does it mean when a publication says it is confidential? (video)

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a description:

address: Executive Assistant to the President, Documentaries
location: New York, New York (hybrid)
Job Type: Full time, temporary (possibility of transfer)
condition: Non-exempt/hourly

Job Summary:
Our Imagine Documentaries team is looking for an intense, creative, and detail-oriented Executive Assistant to the President of Imagine Documentaries. This role will be primarily responsible for providing administrative support, working closely with the CEO and the entire Imagine Documentaries division.

The ideal candidate will be a strong team player, able to innovate systems and keep a busy executive on track. Additionally, they must have previous executive-level assistant experience and be an enthusiastic, calm, self-starter with a love of detail and follow-up.

Job duties include, but are not limited to, the following:
• Coordinate and manage the President’s daily schedule, including scheduling and setting up calls, meetings, zooms, etc.
• Incoming and outgoing field calls while maintaining updated phone sheets and contact lists.
• Coordinate, confirm and track internal and external meetings, ensuring smooth logistics and time management.
• Communicate with internal teams and external partners in a professional and courteous manner.
• Assist in planning and implementing project-related events such as presentations, premieres and other industry-related events.
• Prepares meeting materials, organizes conference rooms, assists with lunch orders, and handles miscellaneous errands.
• Organize, prepare and submit expenditures in a timely manner and in accordance with the company’s T&E policy and procedures.
• Handling reservations, coordination and travel confirmation.
• Anticipate management needs and be proactive in following up on assigned tasks and responsibilities.
• Assist development and production teams, as time allows.

Qualifications:
• At least 1-2 years of executive assistant experience, preferably in entertainment and media and at the department head/president level.
• Previous experience, knowledge and/or passion for documentary film production and development is a plus.
• Strong organizational skills, attention to detail, and ability to handle multiple tasks in a fast-paced, time-sensitive environment.
• Ability to anticipate needs, be resourceful, and adapt to ever-changing priorities and deadlines.
• A very collaborative team player who cares about others and is always willing to help.
• Excellent written and verbal interpersonal skills, strong work ethic, and sense of professionalism.
• Ability to remain calm and balanced under pressure, apply common sense, and know when to escalate as appropriate.
• The ability to be discreet and deal appropriately with sensitive and confidential information.
• High level of proficiency in working with Gmail and other Google Workspace applications.
• Familiarity with Airtable and design tools such as Photoshop, Canva, Slides or Adobe a plus.