Location
Beverly Hills, CA | United States
Job description
Essential Functions
% of time spent Listed in order of importance:
1. General office support:
- Answer phones and maintain accurate records of calls
- Assist with Travel and Expenses
- Monitor and Maintain Department Mailbox
- Maintain Department calendar, including updating with Button shifts based on the monthly schedule.
- Coordinate with internal and external departments to schedule internal and external meetings, table reads, drive-ons, parking and other production or corporate matters.
- Ancillary administrative needs including printing, copying, filing, making sure common areas are clean and well-kept, etc.
- Compile distribution lists for new series and development projects and update lists for continuing series
- Interface with the current, development, and sales departments as well as producers to ensure receipt of materials, distribution of reports, schedule meetings, etc.
- Create, Maintain, Archive and Purge paper files as needed by the department.
- Maintain, Archive and Purge electronic files.
- Maintain, Archive and Purge Department mailbox.
- Maintain Executive/ Department Calendar (including vacation calendar and out-of-office status)
- Maintain Shared Contact Lists and Production Staff and Crew lists
- Assist with Department Presentations to include creating slides, gathering materials (e.g., video clips, graphics and research information), trouble shooting, and interfacing with the IT department for equipment, resources and support.
- Interface with New York Commercial Clearance department and Sales when needed to assist with Commercial Clearance and Promo back-up. Includes working knowledge of Salesforce, MediaVu and other commercial clearance and On Air Promo databases and distribution software.
- Attend department meetings, expanded Standards & Practices meetings, company-wide and industry meetings and seminars.
- Conduct research as needed to include research into past programming, competitive programming, FCC and FTC regulations and actions, etc.
- Order office supplies
- Cover Executive Assistant s Desk as needed.
- Send Large Attachments (Full Episodes/Clips to Execs) when asked.
ko2. Data Entry & Reports:
- Update Salesforce database with V-Chip ratings and input V-Chip tracking forms.
- Update S&P Salesforce database with commercial status generated from emails, MediaVu notifications, etc., including secondary product identifications when needed.
- Collect V-Chip ratings from the department, maintain and update V-chip ratings database, distribute weekly ratings advisory schedules to Publicity, Sales, On Air, Operations and other entities.
- Update Promo team on any changes to V-Chip ratings.
- Prepare Content Issues Report weekly and General Programming Check reports weekly, when critical events occur, and as requested.
- Maintain database of in-show integrations and sponsorships and distribute the weekly end credit schedule.
- Compile and distribute Programming Complaint and Advertising Complaint reports.
- Compile and distribute the Product Integration report.
3. - Operates the Broadcast Interrupt Button during the coverage of live entertainment programming, live specials, and sports programming.
4. - Back up to Executive Assistant and 12th Floor Coordinator when needed.
Other Duties (secondary, or non-essential):
| General office duties to ensure a smooth and efficient work flow. May be assigned additional related projects as needed. |
Decision Making Authority
| Decision/Recommendation: | D/R | A/D/G |
- Must be able to make decisions regarding file maintenance, archiving and purging based on department retention policy
| D | D |
- Must be able to contact vendors/advertisers/agency directly regarding commercial acquisition
| D | D |
Communications - Please give a few examples of regular communications (internal & external) as a part of the normal conduct of business. Indicate the Purpose (exchange information, make explanation, seek or give approval, etc.) of the communications, their frequency (daily, weekly, etc.) and the form (mail, telephone, personal visit, etc.) of the communication .
| Individuals or Groups | Purpose | Frequency (daily, weekly, monthly) | Form (oral, written) |
| Standards & Practices Group (internal) | Generate and update daily status report | Several times daily | Written |
| Commercial Administration | Exchange Information | Regularly | Oral and Written |
| Sales | Exchange Information | Regularly | Oral |
| Advertisers/Agencies | Exchange Information, Coordinate Submissions | Regularly | Oral and Written |
Qualification Requirements - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required to satisfactorily perform each essential duty.
| Education / Experience: | High school diploma or equivalent; Bachelor s degree preferred
Prior administrative experience is necessary; experience in television is a plus. |
| Language / Communication: | Spanish fluency preferred. Requires good oral and written skills |
| Mathematical / Reasoning Skills: | High School level mathematics |
| Computer Skills: | Microsoft Office applications; Word, Excel, Outlook; databases; web browsers, streaming video platforms |
| Other Skills & Abilities Required: | Ability to prioritize and pay close attention to detail. Ability to meet deadlines. Must work well under pressure. Superior organizational skills. Ability to communicate effectively within and outside the department. |
Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Occasionally = one-third or less; Frequently = one-third to two-thirds; Regularly = more than two-thirds time spent. (i.e. Must be able to lift up to 50lbs, climbing stairs, etc)
Frequently required use of hands and fingers to write, manipulate telephone and computer keyboard. Regularly required to hear, talk and use close vision. Ability to lift up to 10 pounds.
Typical tools, equipment and materials utilized :
Computer, webcam, telephone, printer, television, copier. etc.
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- Dice Id: 10106335
- Position Id: SB-13891
Job tags
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