Personal Assistant to CEO / Executive Office

Jolt is redefining independent film distribution by combining technology, marketing, and audience engagement to help exceptional films reach the audiences they deserve. We move quickly, operate with high standards, and value people who solve problems before they're noticed. We're looking for an exceptional Executive Assistant who thrives in a fast-paced environment, has impeccable attention to detail, and enjoys being the connective tissue that keeps an organization operating smoothly. This is not a traditional administrative role. It is an operations-focused leadership support role that sits at the center of executive decision-making, film operations, and cross-functional execution. This is a temp-to-perm position based on business needs. Position Summary The Executive Assistant serves as a trusted partner to the CEO andChief of Staff, ensuring information moves quickly, meetings lead to action, and priorities stay on track. This role is ideal for someone who is passionate about independent film, highly organized, and eager to be involved in the strategic and operational side of film distribution. You won't simply be managing calendars—you'll support executive decision-making, assist in evaluating films for potential partnership, coordinate communication across teams, and help ensure film launches and strategic initiatives execute successfully. The ideal candidate anticipates needs before they're expressed, captures accurate meeting notes without relying on AI transcription, follows through relentlessly, and naturally connects people across projects and departments. Serve as a trusted partner to the CEO and Chief of Staffon daily priorities and strategic initiatives. Manage complex executive calendars, scheduling, and meeting coordination. Prepare meeting agendas, briefing materials, presentations, research briefs, and executive reports. Coordinate correspondence with filmmakers, partners, and internal teams. Prioritize competing requests while protecting executive time. Handle confidential information with professionalism and discretion. Coordinate executive meetings, events, and operational logistics. Attend executive, leadership, filmmaker, and partner meetings. Take comprehensive, accurate notes in real time without AI transcription tools . Capture decisions, action items, owners, deadlines, and key discussion points. Produce polished meeting summaries promptly after meetings. Track commitments and follow through to ensure accountability. Maintain decision logs and documentation that become the trusted record of executive discussions. Film Evaluation & Acceptance Support the screening and evaluation of films for potential Jolt partnerships. Research filmmakers, projects, audiences, and market opportunities. Assist leadership in evaluating a film's distribution and audience potential. Track submissions and maintain communications with filmmakers throughout the evaluation process. Support internal discussions around film acceptance and programming decisions. Film Operations & Program Execution Support multiple simultaneous film launches from planning through release. Coordinate communication across marketing, distribution, partnerships, operations, and product teams. Monitor execution progress and provide leadership with regular status updates on strategic initiatives. Help coordinate film launches, screenings, audience engagement initiatives, and special events. Assist with awards campaign coordination and launch readiness activities. Ensure deadlines, dependencies, approvals, and deliverables remain on track. Cross-Functional Coordination Serve as the communication bridge across Jolt's film operations by: Connecting team members to ensure work moves efficiently between departments. Following projects from planning through execution. Identifying missing information before it becomes a problem. Escalating risks or bottlenecks early. Keeping leadership informed of project status and execution progress. Supporting collaboration across marketing, programming, operations, partnerships, and executive leadership. Organization & Documentation Maintain highly organized project documentation and executive files. Keep action trackers, meeting records, and operational documentation current. Prepare reports, presentations, and executive communications. Continuously improve documentation, workflows, and operational processes. Who You Are Exceptionally organized with extraordinary attention to detail. Passionate about independent film and helping meaningful stories reach audiences. An outstanding listener and note taker who can accurately capture discussions without AI transcription. A proactive problem solver who anticipates needs before they arise. Comfortable managing multiple priorities while maintaining accuracy. A strong communicator who works effectively across teams and with external partners. A digital native familiar with collaborative tools, digital engagement, and fast-moving environments. Curious about film distribution, audience development, and the business of independent cinema. Highly trustworthy, dependable, and committed to following through. Preferred Qualifications 3–7+ years supporting senior executives, leadership teams, or business operations. Experience in film, entertainment, media, startups, agencies, or consulting environments is preferred. Strong proficiency with Google Workspace, Slack, Asana, Notion, and presentation software. Excellent writing, organization, and project coordination skills. Ability to maintain discretion while working with confidential information. Success in the First 90 Days Executive meetings consistently produce clear decisions, action items, and follow-up. Leadership has reliable visibility into the progress of strategic initiatives and film launches. Film submissions and evaluations are organized, responsive, and well documented. Cross-functional communication becomes more efficient and proactive. Meeting notes reliably serve as the organization's trusted record. Projects move faster because dependencies and risks are surfaced early. Leadership spends less time managing execution and more time making strategic decisions. Other Notes: This is a hybrid in-person/remote engagement. Must be able to easily travel to NYC teams. Some evening or weekend availability may occasionally be required for time-sensitive screenings, launches or AMPAS support U.S. Work Authorization required #J-18808-Ljbffr Jolt