The Executive Assistant will provide exceptional administrative support to one Vice President of Production Finance and two Directors of Production. They will provide secondary support to additional Executives or leaders as needed and assigned. The EA serves as primary point of contact with an emphasis on complex daily scheduling and project support. This position is an integral member of Pixar’s executive support team and plays a key role in helping cultivate a strong and vibrant studio culture. The position requires a positive & engaging demeanor, exemplary service orientation, a high level of organization, independent problem solving and the ability to proactively, accurately and responsively deliver on several tasks/projects, sometimes simultaneously. To be most effective, the EA will be collaborative, curious and willing to learn. The EA will possess a personal commitment to equity, inclusion and belonging to help us cultivate films and filmmakers who can bring their fullest talents to the studio.
On any given day, your role may require you to complete many of these responsibilities:
RESPONSIBILITIES:
Schedule Management & Administration:
Proactively manage leader(s) and team calendars with an understanding of leader and studio goals
Exercise judgment and prioritize complex schedules and tasks accordingly
Proactively prepare leader(s) for meetings, ensuring that agendas are prepared in advance, communicated and that key leadership and management are aware of and involved in critical meetings
Anticipate future needs and problems with regards to scheduling, communication and support; effectively meet deadlines through multi-tasking, prioritizing and delegating
Book travel and create detailed itineraries when needed
Manage and reconcile expense reports, invoices and receipts, and flag upcoming expenses for budgetary purposes
Successfully run day to day tasks and operations, which may include but are not limited to:
Phone, email and mail correspondence
Shipping
Contacts and electronic paper files
Working meals and catering needs
Office supply needs
Organizational charts
Communication:
Partner with leader(s) and key Operations, Creative and Production leadership to effectively manage changing schedule priorities and communicate to all involved parties
Speak on behalf of and represent leader in conversations and meetings in leader’s absence using a high level of diplomacy, judgment with autonomy as needed
Regularly handle sensitive information in a discrete and confidential manner
Use studio and film pipeline knowledge to accurately communicate and collaborate with production or operational departments or people at all levels
As requested, draft communications on behalf of and in the style of leader(s)
Build and/or assemble presentations/decks to communicate strategies and initiatives
Create and support a friendly professional atmosphere within the team and department
Establish positive rapport with other assistants, operations teams, production departments, and studio leadership
Take on advisory and advocate role within team, providing support to the department and other assistants as needed
Special Projects:
Project manage initiatives, programs and one-off projects as needed in support of leader(s) goals and assignments
Plan and execute both small and large events including studio-wide meetings, on and off-site meetings, large presentations, social events and morale/team building events etc.
Work with individuals outside of the company on a variety of activities which may include scheduling visiting Executive or VIP meetings and arranging for all necessary event details (agendas, catering, travel coordination and day-of event management)
Participate in the hiring process as needed
Provide leadership, assistance with training, and mentorship within the assistant community; provide backup for assistant positions across the department or studio when necessary
QUALIFICATIONS:
10+ years of administrative leadership experience in a dynamic and demanding environment
Film industry and/or entertainment industry experience preferred
Proficiency in technology required to perform the role (may include Microsoft Office, Excel & PowerPoint, Google Workspace and Keynote), and a quick learner of new applications
Strong presentation building experience preferred
Solid knowledge and understanding of the creative production process
Superior interpersonal skills and baseline emotional intelligence in both written and verbal communication
Ability to make others comfortable and at ease
Ability to maintain composure in high pressure situations and effectively “read the room”
Strong organizational skills and attention to detail
High levels of trust, customer service, professionalism, punctuality and reliability
Consistent and regular follow through on all requests
Ability to effectively communicate and connect with both creative and technical people and engage with individual contributors and Senior Executives with an equal level of respect and composure
Initiative to learn new skills, studio procedures, and pipeline through self and studio education