Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to support two Vice Presidents of Publicity in Burbank, California. This Long-term Contract position is ideal for someone who thrives in a fast-moving entertainment environment and can keep executive priorities organized while partnering across multiple teams. The person in this role will provide strong administrative support, manage sensitive information with discretion, and help maintain smooth day-to-day operations for leadership and publicity functions.

Responsibilities:
• Oversee demanding executive calendars for two publicity leaders, arranging internal and external meetings across multiple time zones while adjusting priorities as business needs change.
• Coordinate all aspects of business travel, including air, hotel, ground transportation, and detailed itineraries to ensure seamless executive movement.
• Prepare, submit, and reconcile expense reports with accuracy and in accordance with company timelines and policies.
• Anticipate scheduling challenges, logistical issues, and competing demands, taking initiative to resolve conflicts before they affect business operations.
• Provide day-to-day administrative and operational support to publicity teams, helping projects and campaigns stay organized and on track.
• Gather, organize, and circulate daily media coverage summaries across television, digital, print, and other relevant press channels.
• Maintain team trackers, status reports, and internal planning documents so that campaign information remains current, clear, and accessible.
• Arrange logistics for publicity-related events and team gatherings, including screenings, media appearances, industry conventions, off-sites, and other high-visibility engagements.
• Serve as a point of coordination between executive leadership and cross-functional partners such as marketing, social, legal, and corporate communications.
• Manage incoming communications on behalf of the executives, prioritizing responses appropriately while handling confidential matters with professionalism and sound judgment.• Significant experience providing executive-level administrative support to senior leaders in a fast-paced business setting.
• Demonstrated ability to manage complex calendars, shifting priorities, and multiple high-level stakeholders with excellent attention to detail.
• Advanced proficiency with Microsoft Outlook Calendar and Microsoft Office tools.
• Strong background in travel coordination and expense reporting, with a consistent record of accuracy and timeliness.
• Excellent written and verbal communication skills, along with the professionalism and executive presence needed to support vice president-level leaders.
• Ability to work flexibly in response to changing business demands, including occasional overtime when required.
• Experience supporting more than one executive at a time and collaborating with cross-functional teams is strongly preferred.
• Prior exposure to entertainment, publicity, media, communications, agency, studio, streaming, or network environments is highly valued.