Assistant, Marketing
Pixar
Emeryville, CAThis was removed by the employer on 8/11/2017 12:06:00 PM PST
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Full Time Job
Provide expert level administrative support to the VP, Worldwide Marketing
& Franchise, our two Directors of Marketing and Communications - and secondary support to the overall Marketing Department. Serve as primary point of contact for the department with an emphasis on daily scheduling, travel, expense reports and other administrative duties.
RESPONSIBILITIES:
• Proactively manage leader(s) and team calendars with fluency and accuracy; ability to exercise judgment and prioritize schedules and tasks accordingly
• Partner with leadership to effectively manage changing schedule priorities and communicate to all involved parties
• Ensure key leadership and management are aware of and involved in critical meetings
• Book travel and create detailed itineraries
• Anticipate future needs and problems with regards to scheduling and department challenges; effectively meets deadlines through multi-tasking, prioritizing and delegating
• Takes on advisory and advocate role within team, providing support to the department and other assistants as needed; actively participate in the assistants' community
• Establish positive rapport with other assistants, department managers and studio leadership
• Use studio and film pipeline knowledge to accurately communicate and collaborate with pertinent departments and people
• Create and support a friendly and professional atmosphere within the team, department
• Coordinate schedule requests with executive team, ancillary production and corporate departments as needed
• Negotiates with other productions and departments for studio screening and conference room bookings as needed
• Work with individuals outside of the company on a variety of activities which may include scheduling and travel needs
• Coordinate logistics for on and off-site meetings, social events and morale/team building events
• Manage and reconcile department petty cash, American Express account, expense reports, invoices and receipts, and flag upcoming expenses for budgetary purposes
• Successfully mange the day to day tasks and operations, which may include but are not limited to:
• Phone, email and mail correspondence
• Shipping
• Contacts and electronic paper files
• Working meals and department catering needs
• Office supply needs
• Department manuals, processes, procedural documentation
• Wiki updates
• Organizational chart for department
• Order and maintain promotional items and prepare gift bags as requested; manage auction and charity requests and maintain file of donated time and items
• Arrange /facilitate VIP tours and host as needed
• May be called upon to assist with special projects, including personal matters, on occasion
QUALIFICATIONS:
• Bachelors degree preferred
• 3 years of administrative experience supporting a dynamic and demanding office environment required, film industry experience preferred
• Ability to make others comfortable and at ease
• Maintains composure in high pressure situations and effectively ''reads the room''
• Strong organizational skills and attention to detail
• High levels of customer service, professionalism, punctuality and reliability
• Consistent and regular follow through on all requests
• Superior interpersonal skills and baseline emotional intelligence in both written and verbal communication
• Initiative to learn new skills, studio procedures, and pipeline through self and studio education
• Proficient in Microsoft Office, Powerpoint, Wiki, Keynote, Filemaker Pro, email and calendaring programs, and a quick learner of new applications; familiar with both Mac and PC