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Title

Senior Coordinator, Executive Office 

Description

Summary

Reporting to the Chief of Staff, and directly assisting the President and Chief of Staff, the individual will support the executive office of the Academy of Motion Picture Arts and Sciences by providing administrative support as well as project assistance and coordination. The Senior Coordinator will provide a full range of services in support of the Academy's initiatives including project and office management, scheduling, communications, and events. We seek an organized, detail-oriented, proactive, resourceful, and efficient individual who can anticipate needs, work cooperatively with all levels of staff and external stakeholders, and act with discretion.

Responsibilities

  • Provide administrative support, including scheduling meetings, notetaking, drafting correspondence, prepping documents, maintaining files, tracking deadlines, soliciting information, processing invoices, submitting expense reports, coordinating mailings and couriers, and more
  • Manage calendars and coordinate all logistics for a variety of executive meetings and activities, both virtual and in-person
  • Assist in maintaining the institutional calendar
  • Develop internal and executive communications, including presentations and email communications
  • Provide event support as needed
  • Arrange travel and create travel itineraries, coordinating with the Los Angeles, New York, and London offices
  • Answer incoming calls and emails, relay messages, answer questions, clarify information, respond to requests, resolve problems, and refer to the appropriate staff
  • Conduct research for various executive office initiatives or projects and prepare summaries, proposals and/or reports of findings, as required
  • Keep the Chief of Staff and President abreast of significant matters
  • Serve as a liaison to the executive office, ensuring a high level of confidentiality for sensitive information and materials
  • Other duties and special projects as assigned
 
Position Requirements

Qualifications:

  • Bachelor’s degree or equivalent work experience
  • 2+ years experience in an administrative role supporting an executive
  • Proficiency in Microsoft Office suite and CRM experience preferred
  • Ability to handle multiple priorities with a high level of maturity, professionalism, and flexibility
  • Project management skills with the ability to establish goals, outcomes, timelines, and plans to attain them
  • Strong collaboration and relationship building skills with the ability to manage across multiple stakeholders at various levels
  • Excellent written, oral, and interpersonal communication skills with special attention to detail and accuracy, with the ability to respond quickly to questions
  • Ability to identify meeting participants, take meeting notes, and interact professionally with numerous and diverse populations including Academy members, consultants, staff, and the public
  • Ability to serve as a team player within the executive office

If hired, we require all employees to be vaccinated against COVID-19, unless a medical or religious accommodation is needed as determined on a case by case basis.

 
Full-Time/Part-Time Full-Time  
Position Senior Coordinator, Executive Office  
Exempt/Non-Exempt Non-Exempt  
Open Date 10/17/2022  
Location Beverly Hills  
About the Organization The Academy of Motion Picture Arts and Sciences is a global community of more than 10,000 of the most accomplished artists, filmmakers and executives working in film. In addition to celebrating and recognizing excellence in filmmaking through the Oscars, the Academy supports a wide range of initiatives to promote the art and science of the movies, including public programming, educational outreach and the Academy Museum of Motion Pictures.
 
EOE Statement The Academy is committed to equal opportunity in employment and to creating and valuing diversity in its workforce. Maintaining a diverse workforce is important to the Academy. The Academy enforces a strict policy that prohibits discrimination in hiring, training, compensation, promotion, transfer, or termination, whether on the basis of race, color, national origin, religion, sex, disability, age, veteran status, sexual orientation or genetic information. This includes a workplace that is free of all forms of harassment. Also, to help foster diversity, the Academy uses programs that ensure fairness of opportunity, pay, and growth to all applicants and employees. Every employee of the Academy is required to follow this policy and to preserve the Academy’s commitment to diversity.  

This position is currently accepting applications.

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