Executive Assistant in Burbank, CA at Volt

Date Posted: 10/11/2021

Job Snapshot

Job Description

Volt is seeking an Executive Assistant in the Burbank, CA area. The Assistant will support two executives by managing their busy, high-volume calendars and task lists, scheduling meetings, screening and prioritizing all incoming phone calls, meeting requests, ordering supplies, coordinating travel, managing and tracking expense reports and coordinating department off-sites and events. This is a temporary remote 3-month contract.

Responsibilities include:

  • Meetings set-up
  • Preparing creative materials
  • Preparing decks for internal and external creative presentations, including editing clips and mocking up creative materials
  • Updating the department project report, talent lists, pitch logs and overall organization of all development materials
  • Booking rooms
  • Test and set up all IT needs
  • Arranging catering
  • Documenting notes as needed
  •  Coordinating follow-up items to completion
  • Tracking kids’ media and literature trends
  • Reading scripts, books and pitches and writing coverage
  • Assist with any special projects as needed

Basic Qualifications:

  • Minimum of 1 year of experience as an administrative assistant; entertainment, network or talent agency experience preferred
  • Knowledge of animation and kids programming a plus
  • Able to communicate with professionalism with all levels of executives, management, and staff, including high-level entertainment industry talent, agents, vendors, and with a diverse set of personalities and work styles
  • Self-motivated, highly-organized, works well under pressure, and excellent follow-through skills
  • Ability to prioritize and manage multiple projects and tasks strategically with a high level of detail and accuracy
  • Must be creative minded, innovative, solutions-oriented and efficient
  • Demonstrated ability to partner well with other administrative staff, internal and external stakeholders, and build strong, effective relationships
  • Proficiency with Outlook, Microsoft Office Suite, Apple Keynote, Adobe Photoshop, Final Cut and Final Draft

Preferred Qualifications:

  • 2+ years of administrative assistant experience in entertainment at a network or talent agency
  • Prior experience working with animation content

Must Haves:

Able to hit the ground running, Situational awareness – able to assess the situation before moving forward - review emails, info prior to sending to ensure all the appropriate information is included, Ability to stay focused in a very busy area, Excellent verbal written communication skills, Proactive, Strong attention to Detail, able to Anticipate conflicts – make changes, keeping up on tasks – make sure on timing for all schedules and some Tech savvy skills.

Required Education:

  • Bachelor’s Degree

Hours/ Schedule:

  • 9:00am to 6:00pm PST (this role is remote and must be able to work on the PST time zone. There is a possibility of overtime and needs to be flexible to that need)

Commitment to Safety

We are taking a responsible approach to creating environments that allow us to do what we do best – entertain and inform millions around the world. As part of our commitment to health and safety, COVID-19 vaccines are required for U.S. Staff Augmentation/Agency Temporary workers placed on an assignment at any U.S. location unless legally exempt.

Come work at the Happiest Place on Earth!