Executive Assistant

The Executive Assistant provides continual administrative support to executives within DNEG VFX, ensuring smooth and efficient operations. This role requires exceptional organisational skills, discretion, and the ability to handle sensitive information with confidentiality. The Executive Assistant serves as a primary point of contact for internal and external stakeholders, creative partners, and clients, manages executive calendars, coordinates meetings, site visits, events, and assists with various administrative tasks as needed.

Responsibilities

• Schedule Management: Manage executives' calendars, scheduling appointments, meetings, and travel arrangements efficiently, considering priorities and time constraints.
• Travel Arrangements: Arrange domestic and international travel for executives, including flights, accommodations, transportation, and visa documentation. Ensure travel plans adhere to business objectives, company policies, budgets, and executives' preferences.
• Communication: Serve as the primary point of contact for executives, screening and prioritising phone calls, emails, and other correspondence. Maintain professionalism, confidentiality, and discretion in all communications and handle all documents with due care.
• Relationship Management: Cultivate positive relationships with internal and external stakeholders at all levels, especially clients and creative partners, representing our executives and DNEG Animation professionally and effectively even during difficult or challenging circumstances.
• Meeting Coordination: Coordinate and schedule meetings, including arranging logistics, preparing agendas, and providing necessary materials. Take minutes and follow up on action items as required.
• Event Coordination: Lead the planning, preparation, and execution of business events, including parties and team celebrations, site visits, tours, and pitches, as required.
• Administrative Support: Provide comprehensive administrative support, including drafting correspondence, preparing reports, managing expense reports, and maintaining filing systems. Handle confidential information with discretion.
• Project Assistance: Assist executives with special projects, research assignments, and presentations as needed. Coordinate with other departments and team members to ensure timely completion of tasks.
• Information Management: Maintain accurate records and databases, ensuring information is up-to-date and easily accessible. Organise and prioritise incoming documents and requests for executives' attention.
• Problem Solving: Anticipate challenges and proactively address issues to support executives in their roles. Exercise sound judgement in decision-making and problem-solving situations.
• Team Collaboration: Collaborate effectively with other administrative staff and departments to streamline processes and achieve organisational goals. Foster a positive and productive work environment.

Must Have

• Extensive proven EA experience of C-suite level support, handling multiple diaries and a variety of personalities.
• Extremely organised with exceptional time management skills and able to prioritise efficiently and independently.
• Excellent organisational skills, ability to multi-task and organise others.
• Confident and able to communicate with staff at different levels and across different departments internationally.
• Experience managing and filing executive expenses.
• Experience handling sensitive documentation such as NDAs, contracts etc.
• Excellent oral and written communication skills and ability to professionally represent the team.
• Ability to filter information and assess priorities.
• Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.
• A friendly, personable, productive and patient manner.

Nice To Have

• Email management experience using the full range of Google Workspace, Gmail, Drive and Calendar.
• Knowledge of other email platforms is a plus.
• Helpful to have experience of working in an international environment and building solid working relationships with teams across different countries, cultures, and time zones.
• Event planning experience highly desired: Wrap Parties, Screenings, Award Parties, Premieres.
• Ability and willingness to travel if needed.

About You

• Clear communicator
• Organised, detail oriented
• Great at prioritising tasks
• Adaptable to change and shows initiative
• Calm under pressure and able to work to deadlines.
• Positive Can-Do attitude.