Executive Assistant, Pulse Films

Job Description

Executive Assistant, Pulse Films

*** Please note this is a temporary position, lasting up to 6 months

Pulse Films is a next-generation studio that develops, creates, and finances films irrespective of format or platform spanning across film, TV (scripted and non-scripted), commercials, music, and talent management. With offices in London, Los Angeles, New York, Paris and Berlin, it has an ever-expanding global reach.

This is an opportunity to join Pulse Films as the Senior Executive Assistant to its CEO and Founder. The Senior Executive Assistant will be responsible for a high volume of tasks including complex scheduling, calendar management, detailed global travel itineraries and management of special projects.
The ideal candidate will be an experienced, detail oriented, rigorously-focused and organized planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility. They will be acting as the internal and outward-facing “chief of staff” to the CEO, so must have top-level communication skills and an awareness of other high-end media companies. A positive attitude despite the pressures of a fast-paced environment is essential along with the energy to work to the highest-level, even under the pressure associated with the office of a CEO.

The candidate will possess the ability to succeed with minimal guidance or supervision, be skilled at anticipating problems, managing multiple priorities and global scheduling needs.
Primary Responsibilities:

• Taking the leadership role among administrative support staff globally and leading in coordination among the company’s leadership team
• Developing day-to-day schedule and prioritization of activities, proactively identifying and resolving scheduling conflicts
• Manage domestic & international travel itineraries and expenses
• All administrative support functions, including organizing documents, meeting preparation, supply ordering, purchase orders
• Monthly reconciliation of corporate credit card and expenses
• Board meeting notes and preparation of agendas at the highest level
• Creation and oversight of decks, treatments, pitches, and corporate presentations
• Tracking receipt of and responding to incoming script submissions that the CEO receives from agents
• Up-keep of various databases and grids that house all the CEO’s personal and business information
• Track and drive completion of key deliverables and follow up on outstanding items
• Additional appropriate special projects as they align with the ideal candidate's background and qualifications

Qualifications:

• 7+ years' administrative experience supporting executives in a fast-paced environment
• Superior verbal and written communication skills
• Strong organizational and communication skills, team orientated philosophy and problem-solving skills
• Ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines
• Impeccable attention to detail
• High levels of integrity and discretion
• Ability to communicate effectively across a variety of groups such as senior management, peers and outside vendors
• Highly motivated, organized individual who is able to work effectively with minimal supervision
• Excellent Outlook, SharePoint, Microsoft Word and Excel skills
• Ability to maintain composure and task switch efficiently in a rapidly changing environment
• High attention to detail and proven ability to manage multiple, competing priorities simultaneously
• Maintain a high level of confidentiality at all times

Equal Employment Opportunities: VICE is proud to be an equal opportunity employer that strives to create and maintain a workplace that celebrates inclusion and diversity. At VICE, we understand that inclusion and diversity is a major benefit to our employees, our readers and viewers, and our company culture. We treat all applicants and employees fairly without regard to age, alienage or citizenship status, color, disability, gender, gender identity and expression, marital status and partnership status, national origin, pregnancy, race, religion/creed, sexual orientation, arrest or conviction record, caregiver status, credit history, unemployment status, salary history, status as a victim of domestic violence, stalking and sex offenses, status as a veteran or active military service member, or any other characteristic protected by applicable law.

VICE requires that all employees have proper authorization to work in the U.S. Should an applicant require employment sponsorship, VICE will determine, in its sole discretion, whether such sponsorship will be provided.

Qualified candidates must be able to perform the essential functions of this position satisfactorily, with or without a reasonable accommodation. The requirements and essential functions described above are not an exhaustive list and instead are meant to describe the general nature and level of work required of the job. VICE reserves the right to modify the essential functions of this position where a legitimate business exists.

To all recruitment agencies: Unless otherwise indicated, VICE does not accept agency resumes and is not responsible for any fees or expenses related to such unsolicited resumes.