Executive Assistant

Job Requisition ID #26WD9865626WD98656, Executive AssistantFrench translation to follow!/Traduction française à suivre!Position Overview We are looking for a dynamic, detail-oriented, and proactive Executive Assistant to provide administrative support to the Senior Director in the Entertainment & Media team, focusing on Flow Studio. This role goes beyond traditional admin support — you’ll be a key partner in helping our leaders and team operate efficiently and stay focused on what matters most. You will perform a wide range of tasks, handle details of a confident and critical nature, while using your experience to proactively address potential problems and ensure an efficiently functioning team. Responsibilities Executive SupportManage calendar, schedule meetings, and coordinate travel arrangementsTracks executive expenses and generates expense reports. Submits expense reports in a timely manner. Understand budget timelines and deadlinesCollaborate with the Leadership team as needed to prepare agendas and meeting materials, document meeting minutes, track action items, and follow up on deliverablesPlan and coordinate virtual and in-person events and meetings on and offsite, including preparation of meeting materials, logistics, venue, activities, and cateringMaintain email aliases, distribution lists, and shared directories, including maintaining permissionsCollaborate flawlessly with other executive team admins to execute on scheduling meetings and coordinate organization-wide eventsMay serve as point person for departmental purchases, including but not limited to PC tracking and overall asset management Collaborate with outsourcing teams on staffing orders, contracts, and ensure local complianceRaise purchase orders, verify invoices, and process payments for CW costs and expensesUtilize Supplier Central portal to raise purchase orders, onboard vendors, and track approvals, orders, and invoices from start to finishMay serve as point person for departmental purchases, including but not limited to PC tracking, vendor management, and overall asset managementMinimum QualificationsBachelor’s degree3-5 years’ experience supporting senior executives in a fast-paced, multinational environmentExceptional time management, organizational, and multitasking skills. Understanding that this job is not typical 9-5Willing to adapt to a rapidly changing environment and new processes and responsibilitiesProven ability to work under pressure, communicate effectively, and meet deadlinesProficient in Microsoft Office Suite, Mac and Windows operating systems and related business applications such as Slack, Microsoft Teams, Microsoft SharePointNot afraid of AI tools and can proficiently use them. Tech savvyStrong interpersonal and written/verbal communication skills in EnglishAble and willing to travel to events or internal meetings, locally and internationally as requiredDue to our globally distributed team, you may occasionally work outside of normal business hoursDiscreet and experienced in handling sensitive and confidential information. ​ The Ideal CandidateTakes initiative and is a self-starter who thrives with minimal supervisionExcels at managing complex projects and delivering results both independently and collaborativelyEnjoys building positive working relationships across all levels and geographiesHighly organized, detail-driven, and capable of juggling multiple responsibilitiesEmbraces change, learns quickly, and adapts well to dynamic environmentsUnderstands the value of integrity and honesty in the workplace and takes ownership of their work26WD98656, Assistant(e) de directionPrésentation du posteNous recherchons un(e) assistant(e) de direction dynamique, minutieux(se) et proactif(ve) pour apporter un soutien administratif au directeur principal de l'équipe Divertissement et Médias, en particulier pour Flow Studio. Ce poste va au-delà du simple soutien administratif : vous serez un partenaire clé pour aider nos dirigeants et notre équipe à fonctionner efficacement et à rester concentrés sur l'essentiel.Vous accomplirez un large éventail de tâches, gérerez des détails de nature confidentielle et critique, tout en mettant à profit votre expérience pour anticiper les problèmes potentiels et garantir le bon fonctionnement de l'équipe.Responsabilités Soutien de directionGérer l'agenda, planifier les réunions et coordonner les déplacementsSuivre les dépenses de la direction et établir les notes de frais. Soumettre les notes de frais dans les délais impartis. Comprendre les échéances budgétaires et les délaisCollaborer avec l’équipe de direction selon les besoins pour préparer les ordres du jour et les documents de réunion, rédiger les comptes rendus, suivre les actions à mener et assurer le suivi des livrablesPlanifier et coordonner les événements et réunions virtuels et en présentiel, sur site et hors site, y compris la préparation des documents de réunion, la logistique, le lieu, les activités et la restaurationGérer l