Executive Assistant to Co-Head of Marketing

About the role

This full‑time, on‑site position supports the Co‑Head of Marketing at Black Bear, a leading independent film studio. The Executive Assistant will provide high‑level administrative and operational assistance, helping the marketing department run smoothly in a fast‑paced theatrical environment.

Key responsibilities

• Manage calendar, schedule meetings, coordinate travel, and process expense reports for the Head of Marketing.
• Serve as primary point of contact for internal and external communications on behalf of the Head of Marketing.
• Organize department meetings, prepare agendas, take notes, and follow up on action items.
• Assist in tracking marketing workflow, campaign milestones, release schedules, and key deliverables across multiple theatrical campaigns.
• Prepare presentations, reports, and campaign documents for leadership, filmmakers, distributors, and partners.
• Maintain organized digital filing systems, marketing assets, vendor information, and departmental documentation.
• Facilitate cross‑functional communication with Creative Advertising, Media, Publicity, Distribution, Sales, Production, Finance, Legal, and Business Affairs teams.
• Support vendor onboarding, invoice processing, purchase order tracking, and departmental budgeting.
• Handle confidential information with discretion and anticipate the Head of Marketing’s needs.
• Assist with special projects, research assignments, and other duties as assigned.

Required profile

• Minimum 1 + year experience as an Executive Assistant, Administrative Assistant, or Coordinator supporting senior executives.
• Experience preferably within a studio, production company, entertainment agency, or media organization.
• Exceptional organization, proactive attitude, attention to detail, and ability to thrive in a dynamic, entrepreneurial environment.

Required skills