Administrative Assistant; Executive Support

Job Description

Job Description

The Administrative Assistant provides high-level administrative support to the EVP or Production & EVP of Programming & Development, ensuring day-to-day operations run smoothly and executive priorities remain organized and on track. Reporting to the Executive Coordinator, this role manages complex calendars, coordinates communication, oversees administrative processes, and supports projects that keep leadership focused on strategic initiatives.

The ideal candidate is highly organized, proactive, and resourceful, with exceptional attention to detail, sound judgment, and the ability to anticipate needs in a fast-paced environment.

Core Competencies

• Organization & Prioritization: Maintains structure across competing priorities, schedules, and administrative workflows.
• Problem Solving: Identifies challenges, develops practical solutions, and follows through with minimal direction.
• Process Improvement: Creates and refines systems that improve efficiency, accuracy, and consistency.
• Communication: Builds strong working relationships while facilitating clear, professional communication across teams and external partners.
• Attention to Detail: Produces accurate work, manages confidential information with discretion, and ensures nothing falls through the cracks.

Key Responsibilities

• Executive Support: Provide proactive administrative support to the EVP of Production and the EVP of Programming & Development by managing schedules, coordinating priorities, organizing communications, and anticipating executive needs to maximize efficiency.
  • Manage complex calendars for both executives, ensuring priorities are aligned and scheduling conflicts are proactively resolved.
  • Track deadlines, deliverables, and key priorities for the EVP of Programming & Development.
  • Provide inbox management and communication support for the EVP of Production, helping prioritize requests and monitor follow-up items.
  • Coordinate and reconcile executive expenses with accuracy and timely submission.
• Production & Department Coordination: Partner with the EVP of Production to keep teams aligned by supporting the planning and communication of production schedules, calendars, and key deadlines.
• Meeting & Travel Coordination: Coordinate meetings, executive travel, and company events while ensuring logistics, documentation, and follow-up actions are executed seamlessly.
  • Arrange cost-effective travel itineraries for senior leadership.
  • Support the Executive Coordinator with planning and executing company events, coordinating travel, and other executive support initiatives.
• Project Coordination: Support leadership initiatives by tracking projects, conducting research, preparing reports, and maintaining visibility into key priorities and deliverables.
• Process Improvement: Identify opportunities to streamline administrative workflows, implement more effective processes, and support special projects that improve organizational effectiveness.

Preferred Qualifications

• 2+ years of experience in an Administrative Assistant, Executive Assistant, or similar administrative support role.
• Exceptional organizational, time management, and multitasking skills.
• Strong written and verbal communication skills with the ability to interact professionally across all levels of the organization.
• High level of discretion when handling confidential and sensitive information.
• Proficiency with Google Workspace, Microsoft Office, calendar management, and productivity tools.
• Experience supporting executives in a fast-paced media, entertainment, technology, or creative environment preferred.
• Familiarity with production schedules and creative teams is a plus.