Executive Assistant to VP Employee Relations

We are looking for an Executive Assistant for a top media & entertainment company hybrid out of their Burbank, CA offices! This is a once-in-a-lifetime opportunity to join the Company’s Employee Relations team, supporting key businesses including Company Entertainment & Product & Technology, Direct-to-Consumer (DTC), Corporate Marketing, and International. Our team plays a critical role in shaping a consistent and positive employee experience by partnering with employees and leaders during key moments throughout the employment lifecycle. We help foster a workplace culture that is respectful, inclusive, and aligned with the Company’s values and standards. In this role, you will provide critical administrative and operational support to Employee Relations leaders, enabling the team to deliver exceptional service and strategic guidance across the organization. This position offers the opportunity to contribute to meaningful work that impacts employees around the world while supporting a team dedicated to maintaining a fair, respectful, and positive workplace. The Executive Assistant will support the Vice President, and Directors of Employee Relations and will be responsible for the administrative and executive support for this team and organization. The right candidate for this role is highly resilient, adaptable, and resourceful, with the ability to manage a high volume of tasks in a fast-paced environment with minimal direction. They possess a strong attention to detail, agility, sound judgment, and the ability to handle sensitive and confidential information with the utmost discretion.

• Pay rate: $33.00-$35.00/hr based on experience

Responsibilities:

• Proactively manages complex and highly dynamic calendars across multiple time zones, coordinating and scheduling meetings and events for senior leaders and global stakeholders
• Responsibilities include maintaining and updating the calendar for recurring and/or notable events, adjusting schedules as business needs change, coordinating logistics and invitations, audio/video conferencing set up, providing dial-in numbers, assuring necessary presentation equipment is provided, ensuring timely and effective communications, and getting visitors situated upon arrival
• Confidential data entry
• Coordinate and support the planning of moderate to complex on-site and off-site events and meetings, working with the offices of various executive levels
• Manage the planning, coordination, and execution of business travel (domestic and international) including trip logistics/maps, itinerary, meeting coordination, remote support when executive is out of the office, with a very close eye to detail
• Building of PowerPoint decks, excel docs and communication tools to assist the executives with presentation materials Proactively anticipate scheduling issues and support executive in identifying and problem solving anticipated scheduling issues especially related to calendaring
• Organize ongoing list of open projects and status of projects to ensure alignment with the executive’s plans and deadlines.
• Anticipate executive needs and takes initiative to identify gaps or upcoming needs (travel, meetings, materials, follow-ups) and flags upcoming deadlines, conflicts, or open items before being prompted.
• Prepare and submit expense reports in a timely manner Order supplies and process invoices and goods receipts
• Provide back-up to other assistants in neighboring departments Assist with special projects as needed
• Troubleshoot occasional facility and technology issues
• Help with scheduling events, including team building events

Required Qualifications:

• Minimum 2 years supporting an executive in an administrative role or administrative experience in a corporate environment
• Positive, easy-going manner, able to handle varied personalities, responsibilities and assignments
• Creates, encourages and maintains a positive environment for all who interact with the Employee Relations team
• Excellent typing and spelling skills with proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Smart Sheet
• Detail-oriented with strong organizational skills. Must be able to effectively prioritize tasks and work independently in a fast-paced environment, while also proving necessary departmental support
• Excellent written, verbal and interpersonal skills to assure successful interaction with executive and employees throughout the company and externally
• High accuracy le…