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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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