Executive Assistant

Executive Assistant

Salary: Expected base pay rate for this role will be between $75,000 and $100,000 USD per year at the commencement of employment.

However, if hired, base pay will be determined on an individualized basis (pay rates may vary) and is only one part of the total compensation package, which, depending on the position, may also include discretionary bonuses and other IMAX sponsored benefit programs.

ABOUT IMAX

IMAX is not your everyday entertainment experience. With over 50 years of history as a global innovator in entertainment technology, our employees and their careers have constantly gone beyond the ordinary. From offices across North America, Europe, and Asia, we combine proprietary software, architecture, and equipment with industry-leading knowledge and connections to create experiences that take audiences beyond the edge of their seats to a world they have never imagined. Our Hollywood team are trusted movie business insiders with decades of production experience, acting as advisors to top filmmakers and studios across the world. Our technology experts are leaders in the industry, constantly pushing the limits of what is possible in entertainment. Our sales and marketing teams are talented professionals who build and enhance the IMAX brand globally.

IMAX’s network is among the most important and successful theatrical distribution platforms for major event films around the world, and our growing Live and Enhanced businesses have allowed us to bring the IMAX Experience to our partnerships across live music, events and streaming to provide the best possible experience across any screen. As the world’s leading entertainment technology company, IMAX has revolutionized the way people experience movies, and continues to push the boundaries of entertainment experiences forward. Our employees are driven by a passion to take audiences around the world to places they have only dreamed of.

Come explore IMAX – where innovation, creativity and passion come together. Get inspired, get involved, and ignite your future with IMAX!

Job Description/Requirements
JOB DESCRIPTION

This role maintains a highly organized office for a Senior IMAX Executive and provides exceptional administrative and clerical support with limited direct supervision. The Executive Assistant serves as the gatekeeper for the multitude of daily demands on the Senior Executive’s time and protects them from any unnecessary inefficiency with grace. The Executive Assistant has the innate ability to anticipate the needs of the Senior Executive and constantly prioritizes in a demanding, ever-changing, dynamic, fast-paced office environment.

Responsibilities:

Handle and screen a high-volume of incoming calls with tact and discretion; place outgoing calls; maintain detailed phone call activity log
Determine the importance of internal and external meeting requests, prioritize and schedule accordingly, and communicate schedule to requestor
Interact professionally, diplomatically, and effectively with staff and high-profile clients on the phone and in person
Organize and maintain the Senior Executive’s Outlook calendar and contact list; roll call
Protect and maintain confidentiality of the Senior Executive’s office information and activities
Maintain and follow-up on time-sensitive tasks
Prepare detailed presentations and spreadsheets for internal and external use
Arrange domestic and international travel, transportation, and accommodations in conjunction with corporate travel; prepare comprehensive and detailed itineraries
Coordinate and schedule appointments, meetings, events, and prepare/organize participant materials
Organize, prepare, and process executive expense reports; review and evaluate expense reports submitted for the Senior Executive’s approval
Coordinate and host film screenings, many of which are after hours, including scheduling, greeting and escorting guests
Coordinate and execute the transfer of highly confidential materials between the Playa Vista, New York, and Toronto IMAX offices, as well as external clients and studios
Provide technical service support to the Senior Executive’s, such as set up and operation of office audiovisual equipment, computer hardware, and cell phone/personal data devices
Type and proof letters, e-mails, memos, or other correspondence
Maintain and organize executive personal network drive and hard copy filing systems
Perform personal errands as needed, e.g., picking up lunch, making adhoc purchases
Other duties and projects as assigned while maintaining the utmost professionalism

Requirements/Qualifications:

Polished professional with a minimum of five years of administrative experience supporting a senior level executive
Studio or industry experience is preferred
Veteran Entertainment industry experience required; studio, film and/or production expert preferred
Proficiency with Microsoft Office: Word, Excel, Access, Outlook, and PowerPoint
Ability to research the internet with ease
Outstanding oral, written, and interpersonal communication skills including a professional and adept phone manner
Exemplary customer/client service skills required; proven ability to effectively and professionally interface with high-profile clients and staff members at all levels of the organization
Excellent organizational skills and attention to detail required; demonstrated ability to set priorities, meet deadlines, and successfully manage multiple projects and tasks in an environment of shifting priorities and deadlines
Ability to work effectively and efficiently independently with minimal supervision, anticipate needs and make necessary and appropriate decisions independently
Proven ability to handle confidential and sensitive information with tact and discretion
Proven self-starter, punctual, energetic, self-motivated with strong work ethic
Flexible, adaptable, personable, and supportive team player
High school diploma required; Associate’s or Bachelor’s degree preferred
Full-time weekday work schedule which may fluctuate depending on business needs
Occasional evening and weekend hours required based on production schedule and workload

Our Commitment To You
IMAX is proud to be an equal opportunity employer!

At IMAX you will be part of a culture built on respect – one that recognizes the unique talents of everyone on the team. We’re proud of the differences that make us all unique and we support unity, acceptance, and equal rights for all. Diversity and inclusion among our employees are critical to our success as a global company.

For consideration, please apply online. We thank all applicants for their interest in IMAX but only those selected for an interview will be contacted. Please note, IMAX is currently operating in-office 5 days-a-week. Additionally, all permanent full-time employment is subject to background and employment/reference checks.