Executive Assistant, COO job – Motion Picture Association of America, Inc. – Washington, DC


Under the direction of the

Chief Operating Officer (COO), the EA will serve as scheduler and assistant to

the Chief Operating Officer (COO) and manage a wide variety of executive driven

tasks to ensure that the COO is focused on tasks that service key operational

priorities for the Association. In addition the EA works to streamline process,

workflows, employee engagement, member company reporting, etc. This is (primarily) an internally facing position, but

incredibly key to support the operations of every aspect of what we do. You

will serve as a key “hub” helping the COO to advance key initiatives and

priorities across all areas of the organization. This position will also interface with the executive offices of

our member companies and requires extreme professionalism, diplomacy and

excellent communication skills.

Note: The successful applicant must be willing

to work occasional off hours including nights and weekends during peak times

and/or to support COO when on travel to global offices. Must understand the

global nature of the organization and the need for support of global time

zones.

Key Responsibilities

Scheduling

Manage

COO’s scheduling, communication, travel coordination and expense reporting

Manage

inflow/outflow of information requiring COO approval

Assist

COO in communications with Senior Staff and member companies, domestically and

globally

Manage

deliverables to the COO and provide any necessary reporting

Develop

relationships with key operational contacts, both internal and external

Maintain

contact lists for department, member studio representatives and key external

constituents

Plan

and execute key office events

Brief

COO for key appearances, speeches, and events

Project Management

Internal

process and workflows: develop and execute strategies to ensure global

workforce is better equipped to communicate, complete tasks, and report on

progress against key organizational priorities

Develop

programs to aid staff efficiency; ensuring effective use of technology, and

help to organize training and education

Assist

in production of budget documents, strategic initiative tracking, global

progress reports, and board materials. This is a key responsibility and any

successful candidate must demonstrate experience managing large scale document

creation with many stakeholders & co-authors and with the

highest level of sensitivity/confidentiality

Compile

main board document for semi-annual board meetings

Compile

“global organization-wide progress report” semi-annually and as needed ensuring

key attention to detail, superior editing skills, and streamlined formatting

using professional style template

Support

management of the MPAA board including CEO members and their assistants where

needed

Engagement/Employee Comms

Execute

global all-hands meeting twice a year via videoconference

Maintain

employee awards process in conjunction with HR and Accounting

Organizing/execute

companywide retreats and offsite meetings

Assist

in coordinating response to companywide surveys (likely annually)

Maintain

employee AMC movie ticket program

Research

Perform

strategic/confidential research to aid the COO, executive HR search,

Create

and edit presentations, documents and reports for the COO as well as memos and

other documents

Plan

and prepare materials for internal and external meetings, including

distribution of agendas and meeting materials

Education and Experience Requirements

Bachelor’s degree 4+ years

stable administrative experience, with at least 2 years executive experience

Core Skills and Abilities

Must possess the highest

level of work ethics and integrity with the ability to maintain confidential

information; demonstrated level of discretion in handling privileged

information

Must possess strong

administrative and organizational skills with the ability to take initiative to

complete assignments and job responsibilities with minimal supervision.

Comfortable multi-tasking a number of important initiatives, under time

constraints

Must possess exceptional internet

and social media skills

Ability to prioritize duties

and manage multiple projects from start to finish with minimal supervision;

including projects that are cross-functional and global

Must possess the ability to

effectively interface with a variety of people with tact and diplomacy and work

well under stressful situations

Must possess superior writing

skills with ability to write, edit and manage correspondence at executive

levels

Must possess advanced outlook

skills especially calendar

Demonstrated proficiency in

PowerPoint (advanced presentation mode), Microsoft Word (advanced) and Excel

Must possess a professional

demeanor; ability to foster teamwork; demonstrate political savvy and composure

Proficient in assessing

priorities with and without guidance of COO

Deep experience in research

using advanced search features; knowledge in setting up RSS and other keyword

tracking feeds

Experienced in tracking multiple

projects and progress (MS project knowledge a plus), use of Sharepoint, MS Word

or Excel tables for project management acceptable, given excellent follow

through

Must be flexible and a

self-starter

Acute attention to accuracy,

consistency and a high degree of quality in work

Additional Bonus Skills a Plus

Love for movies, TV, film,

and all content!

Tech savvy, your phone is

like another appendage!

Knowledge of the film

industry broadly, and a passion for our member companies

Advanced Power Point,

experience using templates and brand-centric style guides

Advanced Adobe Acrobat

Experience creating graphics

in power point, infographics, and other visuals

Basic adobe creative suite

Experience interfacing with a

global operation with offices in every time zone



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