Executive Assistant

Description

Stereo D is currently looking for a diligent and resourceful Executive Assistant to join our Burbank, CA Production studio.  This role will provide Executive and Production support to our Head of Production and Production team.

In the day to day, this role will be: 

·       Answering the phone line for the Head of Production
·       Covering the main reception line during as required 
·       Scheduling internal/external meetings and managing the of Head of Production’s calendar
·       Coordinating all conference calls, dial-ins, and Skype meetings as requested by the Head of Production and Production staff
·       Ensuring that the Head of Production is on time for scheduled meetings, and when running late, responsible for communicating that to owner of the meeting he is to attend
·       Coordinating w/production and artists on their timely arrival for meetings
·       Overseeing Production’s general calendar and vacation calendar
·       Coordinating travel for the Head of Production, Production staff and artists traveling for Stereo D
·       Arranging visas, passports and required shots for the Head of Production and any Production staff or artists traveling for the company
·       Coordinating with International locations for hotel, transportation, etc. when production or artists are travelling for an extended period
·       Compiling and reconciling expense reports for the Head of Production and Production staff for approval
·       Researching/purchasing supplies, etc. on behalf of Production
·       Generating vendor quotes and preparing invoices for finance/executive approval
·       Assisting with Outsource Vendor projects, such as acquiring info, introductory contact, scheduling meetings w/Management, NDA and PSA execution
·       Acting as liaison with Operations, HR and Finance for Production
·       Organizing and ensuring the execution of Artistic performance warnings
·       Organizing and ensuring the execution of Artistic and Production compensation
·       Accessing, managing and delegating tasks related to Novatime and vacation associated with time card approval
·       Proactively provide support and back-up to other Executive Assistants as needed
·       Owning and managing conference/training room calendars
·       Assisting the Head of Production with Production issues involving commercial clients