Manager, Special Projects and Executive Assistant

Motion Picture Association
 Sherman Oaks, CA

The Manager, Special Projects and Executive Assistant (Manager) will have the responsibility for providing a full range of executive level support to the Executive Vice President, Chief Global Content Protection (EVP) and to the Senior Vice President, Head Global Litigation, Content Protection (SVP). The Manager will primarily focus on enhancing the effectiveness of the EVP and the SVP by providing high-level administrative and organizational support, and at times, to other staff and managers within the Content Protection Enforcement and Litigation department globally. Duties include executive clerical and administrative assistance with general correspondence, phone calls, meetings, events and conference, travel arrangements, expense reporting, and with special projects, which may include creating presentations, tracking budgets, and editing legal briefs and other documents. Job responsibilities may involve matters of a sensitive, complex, and confidential nature.

Key Responsibilities

  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics and coordinating case preparation or other legal documents.
  • Read, research, review, and route correspondence, reports, and legal documents.
  • Drafts letters and documents; collecting and analyzing information; preparing charts, PowerPoints, graphs, expenses reports, travel itineraries and other documents as requested.
  • Maintains calendars, plans and schedules conferences, teleconferences, videoconferences, travel, and meetings with external and internal partners.
  • Represents the EVP and SVP by communicating and obtaining information, following-up on delegated assignments; knowing when to act and when to refer matters.
  • Developing and utilizing filing and retrieval systems, reporting on meeting discussions if necessary and other documentation as needed.
  • Assists with compiling and disseminating reports, presentations and documents to member company executives and internal executives, managers and staff using PowerPoint, Excel and Word.
  • Maintains office supplies, placing and expediting orders.
  • May also provide administrative and organization support to others within the department as needed or upon request.
  • Enhances department and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
  • Maintains confidence and protects operations by keeping information confidential.
  • Other administrative duties and projects as assigned.

Education and Experience Requirements

  • Bachelor’s degree required
  • At least ten (10) years’ experience as an executive assistant, legal secretary to a senior-level executive in a global organization.
  • Paralegal Certificate and/or Experience, preferred
  • Certified Notary Public, preferred

Qualifications

  • Must possess the highest level of work ethic and integrity with the ability to maintain confidential information.
  • Must possess strong administrative and organizational skills with the ability to take initiative to complete assignments and job responsibilities with minimal supervision.
  • Ability to prioritize duties and manage multiple projects from start to finish with minimal supervision; including projects that are cross-functional and global.
  • Must possess the ability to effectively interface with a variety of people and work well under stressful situations.
  • Must possess excellent interpersonal written and verbal communication skills, including utilizing proper etiquette and above average ability to interface with people using tact and diplomacy.
  • Proficient in Microsoft Word, Excel, and PowerPoint.
  • Must possess good working knowledge of video-conferencing platforms (e.g., Zoom, Teams, and Webex).

Must possess a professional demeanor; ability to foster teamwork; demonstrate political savvy and composure.

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