About this role
Primary Responsibilities & Essential Functions: • Serve as gate keeper for the Head of Theatrical Distribution • Manage high-volume scheduling & complex calendar management for executive & department • Collaborate closely with assistants & executives across various internal departments, high-level talent & teams, & external partners • Screen phone calls, roll calls, & maintain detailed call logs for executive • Coordinate internal/external conference calls/meetings for executive & department with exhibitors, external partners, filmmakers, etc. • Facilitate in-person meetings by securing conference room, IT needs, site access, etc. • Create & update filmmaker contacts & email lists for executive to share film specific data • Help book & coordinate research, trade, & special screenings as needed • Set up internal department screenings & external screenings for exhibitors & business partners • Prepare & submit film release date announcements to ComScore to ensure industry film visibility • Create & Manage team documents, presentation decks, reports etc. • Track department budgets covering philanthropy to conventions, to ensure department stays within budget • Function as liaison between Finance & vendors to ensure both have appropriate information to facilitate invoice processing • Process, submit, & track department invoices & purchase orders via SAP & Basware to ensure vendors are paid in timely manner • Assist Finance with vendor aging report review to ensure timely processing of invoices & indicate any follow up needed with other departments • Process, submit, & track Expense Reports for executive & department as need be via SAP Concur • Coordinate & book domestic/international travel for executive & department as need be via TripSource • Assist & coordinate group travel with In-Theatre Marketing & other departments for conventions & special events • Track department travel requests to ensure review & approvals are done in a timely manner • Aid with on-boarding of new department employees as well as department assistant training • Assist with department day to day supply needs, IT and building repair request, etc.