Description:
At Warner Bros., we are committed to nurturing a workforce that encompasses all facets of diversity, equity, and inclusion. We encourage applicants from Aboriginal and Torres Strait Islander people, people with disabilities, and of all ages, nationalities, backgrounds, and cultures.
Company Overview
Warner Bros. International Television Production Australia is one of Australia’s largest and most exciting production companies, producing award-winning television for audiences both here in Australia and around the world.
Warner Bros. Production Australia has secured a reputation as a trusted production partner and a passionate producer of outstanding Australian television.
It remains committed to telling great stories, developing exciting formats, and creating and producing content that will engage audiences worldwide.
Primary Purpose of Position
This role will provide a high level of support to members of the ITVP management team.
The role is critical to enabling these executive leaders of the business to perform their roles more effectively and efficiently.
Areas of responsibility include, but are not limited to, administration, diary management, meeting coordination, event planning, and travel management.
The role is additionally responsible for the drafting and coordination of key executive presentations and documents.
The role is front facing for the senior management team and critical to bridging relationships both with production staff and external stakeholders.
Position Responsibilities:
General Administration
- Professionally handle the security of confidential material.
- Organising meetings, including setup, agendas, and minutes. Ensure clear communication on meeting logistics.
- Follow up on action items to ensure deliverables are met and communicate status to stakeholders.
- Maintenance of electronic filing systems.
- Preparing high-quality documents, letters, correspondence, and reports, and proofing/reviewing correspondence and reports.
- Creation and coordination of PowerPoint/Keynote presentations and strategy documents for senior-level audiences.
- Liaise with Warner Bros. Discovery Receptionist on external client visitors, post, couriers, and general enquiries.
- Manage all mail and courier bookings and deliveries for the senior management team.
- Run work-related personal errands from time to time including but not limited to lunch collections, restaurant bookings, etc.
- Act as cover for the Executive Assistant when required.
- Provide any other support as required.
Diary Management
- Extensive diary management, including organising and scheduling internal and external meetings and appointments as required, ensuring meetings and commitments are booked according to senior management's priorities.
- Proactively manage and prioritise the diaries of senior management to ensure efficient use of their time.
- Coordinate and manage conflicting priorities and schedules, ensuring that urgent and important tasks are addressed promptly.
Travel & Expenses
- Organise and coordinate travel and visa requirements (international and domestic) as required.
- Work with the Production team for accurate travel scheduling.
- Responsibility for international visitors – itineraries, hotels, schedules, meetings, entertainment, and transport.
- Deliver accurate monthly preparation and coordination of expense claims ensuring timely reimbursement in compliance with Company policy.
- Manage all office and EOP gifts while maintaining the company gift registry.
- Manage accurate and timely reconciliation of office corporate card.
Events
- With the Executive Assistant, organise and coordinate team events and hospitality for ITVP including venue sourcing, agendas, budget management, IT & AV requirements, and support at the event.
- Work with finance to ensure all invoices are processed and paid within payment terms.
Production
- Create and maintain production documents as required.
- Attend production WIP meetings to maintain up-to-date information.
- Attend production sets if requested to assist managers from time to time.
- Liaise with the Crewing Manager on industry award submissions.
- Liaise with Production Supervisors to manage any funding deliverables for scripted and unscripted projects.
- Coordinate and manage various production or operations projects as required.
- Provide meeting management support to Production Supervisors at peak times.
Social Media & Website
- Create engaging and compelling content for Un-scripted production across various social media platforms (Facebook & Instagram) in consultation with the relevant creative head.
- Manage and engage the WBITVP social media community. This involves monitoring comments, messages, and mentions and responding in a timely manner.
- Work with Creative Heads for scheduled posts for production TX and milestones.
Culture
- Represent WBITVP on the WBD Culture Committee to ensure the yearly calendar of events is delivered on time and to budget.
- Act as a culture ambassador to help communicate and promote a positive workspace.
Job Qualification Standards
Work Experience
- Previous experience as a Personal Assistant, ideally within the media industry and supporting senior management.
Knowledge/Skills
- Outstanding written and verbal communication skills with professionalism.
- Advanced skills with Apple and PC formats, and experience in Microsoft Office, MailChimp, Canva, Typeform, Photoshop.
- High degree of integrity and ability to manage confidential information discreetly.
- Excellent time management and organisational skills, with the ability to multi-task and meet conflicting deadlines.
- Ability to anticipate executives' needs and facilitate efficient operations.
- Strong decision-making and problem-solving skills with a proactive approach.
- Team player who embraces change and innovation.
- Self-starter who can work independently, prioritise, and multi-task.
- Assertive yet collaborative when working with multiple stakeholders.
- Continuously seeks to improve office processes.