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Executive Assistant to the CEO

High Octane Pictures is on a mission to build a partnership with filmmakers and producers by establishing a foundation of trust and commitment. The only way to build that trust is with a dynamic, creative, diverse team of hungry go-getters who put the client first.  The HOP team draws upon our vast deal-making experience with a genuine dedication to innovative sales and marketing techniques and as a member of this team you will be able to contribute your talents and skills to make us even more rockin' cool.

 

If you have ever wanted to make a difference in the entertainment industry, HOP is the place to do it  We broker deals in over 80 countries across the world. We pride ourselves on our innovative ability to introduce new products to the marketplace.

DESCRIPTION

High Octane Pictures is a production, sales, and film distribution company that is rapidly growing.  We are looking for an enthusiastic, sparky, energetic, experienced Executive Assistant to perform a variety of administrative tasks and support our company’s CEO.

Executive Assistant’s responsibilities include managing calendars, making travel arrangements, assisting with human resources responsibilities, and preparing accounting reports. To be successful in this role, you should be well-organized, be able to act without guidance, have impeccable time management skills, have the ability to appropriately prioritize action items, and self-manage. Your diligence and competence will allow the CEO to focus on business development and company growth without worry.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to the CEO and other executive members as needed.

 

RESPONSIBILITIES

  • Act as CEO’s gatekeeper and personal representative

  • Maintain their agenda and assist in planning appointments, board meetings, conferences etc.

  • Prepare daily agenda and review with CEO daily

  • Handle confidential company documents with absolute discretion, ensuring they remain secure - common sense is a requirement

  • Attend meetings and keep minutes

  • Receive and screen phone calls and redirect them when appropriate

  • Handle and prioritize all outgoing or incoming correspondence (email, letters, packages etc.)

  • Make travel arrangements for executives

  • Travel to film festivals and markets

  • Prepare invoices or financial statements and provide light assistance with bookkeeping

  • Screen calls and requests for meetings with a pleasant, professional demeanor, and ability to control the conversation

  • Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders

  • Maintain electronic and paper records ensuring information is organized and easily accessible

  • Conduct research and prepare presentations or reports as assigned

  • Act as the point of contact among executives, employees, clients and other external partners

  • Manage information flow in a timely and accurate manner

  • iRack daily expenses and prepare weekly, monthly or quarterly reports

  • Oversee the performance of other clerical staff

  • Act as an office manager by keeping up with office supply inventory

  • Format information for internal and external communication – memos, emails, presentations, reports

  • Organize and maintain the office filing system

 

REQUIREMENTS

  • Proven experience as an executive assistant or similar role

  • Strong command of self intelligence

  • Proficient with software applications such as Work, Excel, PowerPoint, CRM, web conferencing

  • In-depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry

  • Familiarity with basic research methods and reporting techniques

  • Excellent organizational and time-management skills

  • Outstanding communication and negotiation abilities

  • Discretion, loyalty, integrity, and confidentiality

  • Degree in business administration or related field

  • Work experience as an Executive Assistant, Personal Assistant or similar role

  • Excellent MS Office knowledge

  • Outstanding organizational and time management skills

  • Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

  • Excellent verbal and written communications skills

  • High School degree or GED

  • Knowledge of QuickBooks or ability to learn

  • PA diploma or certification is a plus

BENEFITS

  • Casual, fun, mellow working environment

  • Bring dog to work

  • Paid holidays

  • PTO, vacation

  • Bonus opportunities

  • Medical, dental, and vision insurance

  • Free lunch Friday

  • Friday movie nights every Friday

TO APPLY

Email your cover letter and resume to jobs@highoctanepictures.com.  We look forward to hearing from you!