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Title

Senior Projects Coordinator 

Description

Job Summary

The Science and Technology Senior Projects Coordinator will support the Senior Director, Science and Technology and the Science and Technology Department. This role involves high-level administrative and project-specific tasks to assist with the department’s technology and research initiatives.

This position is represented by a union.

Duties and Responsibilities:

  • Provide comprehensive support to the Senior Director, Science and Technology, including managing complex calendars, scheduling meetings, coordinating travel arrangements, and anticipating needs.
  • Support all Science and Technology initiatives, programs, and events.
  • Provide robust administrative support to Science and Technology committees, including agenda preparation, meeting minutes, and follow-up actions. Coordinate and facilitate committee meetings, ensuring all materials are prepared and distributed in advance.
  • Assist in strategic planning and implementation for the Science and Technology initiatives, working closely with the Senior Director to align departmental goals with organizational objectives.
  • Act as the primary point of contact for committee members, addressing inquiries and providing necessary information.
  • Assist in planning and logistics for trade shows, conferences, and public events.
  • Maintain and update the Science and Technology website and online community.
  • Administer Science and Technology lab facilities, providing both physical and technical support.
  • Oversee the ACES Logo Program and ACES Central administration.
  • Manage and track budgets, including processing and recording bill payments, preparing expense reports, monitoring expenses, and managing small-item budgeting and ordering.
  • Track physical assets, including their location, owner, and value.
  • Coordinate Science and Technology activities with relevant parties and track RSVPs and follow up as needed.
  • Coordinate visitor management and security notifications.
  • Log electronic assets such as documents, images, and motion picture files. Organize and maintain files, documents, and notices ensuring data housekeeping follows retention policies.
  • Develop and implement project management frameworks and best practices.
  • Optimize internal procedures to maximize efficiency, with a focus on implementing automation where possible.
  • Develop and maintain relationships with key stakeholders, including internal departments, external partners, and vendors.
  • Act as a liaison between the Science and Technology department and other organizational units to ensure seamless collaboration.
  • Provide general administrative support to the department as needed.
  • Prepare high-level reports and presentations targeting senior leadership.
  • Analyze project data to provide insights and recommendations for continuous improvement.
  • Perform other duties as assigned.
 
Position Requirements

Qualifications and Requirements:

  • Minimum of 5 years of executive assistant experience or equivalent in a similar environment; Bachelor’s degree preferred, film emphasis a plus.
  • Certification in Project Management (PMP) or Administrative Professional (CAP) certification is a plus.
  • Proven ability to manage complex calendars and travel arrangements for senior executives.
  • Excellent oral and written communication skills, including proofreading.
  • Highly proactive, flexible, and able to anticipate the needs of senior leadership.
  • Exceptional organizational skills and attention to detail, able to manage multiple projects and meet deadlines.
  • Proven project management skills, including the ability to oversee projects from conception to completion, manage timelines, and coordinate with multiple stakeholders.
  • Experience in setting project goals, creating timelines, and tracking progress to ensure successful project completion.
  • Strong budgeting and financial management skills, including experience with processing bill payments, preparing expense reports, monitoring expenses, and managing small-item budgets. Experience with QuickBooks is a plus.
  • Experience with Microsoft CRM or other CRM applications.
  • Advanced proficiency in project management software (e.g., Microsoft Project, Airtable, Monday.com, Trello, Asana, or similar). 
  • Expertise in data analysis tools (e.g., Excel with VBA, Tableau, Python, etc.).
  • Proficient in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel).
  • Experience with WordPress or similar webpage development systems.
  • Familiar with Zoom or other video conferencing platforms.
  • Knowledge of computer scripting languages and source code version control tools  
    (e.g. git, github.com) is a plus. 
  • Calm, pleasant, and respectful demeanor when interacting with Academy members, staff, and external partners.
  • Proven leadership skills, with the ability to lead cross-functional teams and projects.
  • Strong negotiation and conflict resolution skills.
  • Ability to work independently and collaboratively.
  • Professional and discreet when working with Academy members, high-level executives, and the Board of Governors.
  • Available for overtime as needed.

 

Other Requirements:

  • 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.

 

Our Benefits:

    • Comprehensive medical, dental, and vision.
    • PTO and Sick Time
    • 401(k)

 

The expected base hourly wage for this role is $22.75. The actual base pay offered will be determined by factors such as experience, skills, training, location, certifications, education, and other factors permitted by law. Decisions will be made on a case-by-case basis.

#LI-DNI

 
Full-Time/Part-Time Full-Time  
Position Senior Projects Coordinator  
Location Los Angeles  
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.

Apply Now



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