Administrative/Executive Assistant II

SUMMARY OF POSITION:

Provides comprehensive administrative and operational support to a Senior Vice President in WB Pictures Business Affairs department. Manages executive scheduling, communications, deal-related documentation, tracking systems, reports, and departmental coordination. Handles sensitive business and talent information with discretion while helping to ensure the timely flow of information across Business Affairs and other teams.

JOB RESPONSIBILITIES/ROLE ACCOUNTABILITIES:

· Manages a complex executive calendar on behalf of the SVP; coordinates meetings (both in person and virtual), conference calls, business lunches, and related logistics. Proactively resolves scheduling conflicts and communicates updates. Tracks executive follow-up items and key administrative deadlines, escalating time-sensitive issues as needed.

· Manages incoming calls, voicemails and emails.

· Coordinates travel arrangements and expense reporting, as needed.

· Prioritizes time-sensitive requests, maintains call logs, and interacts professionally with internal and external contacts.

· Prepares, formats, proofreads, and distributes communications, deal memos, meeting materials, reports, and other business documents for executive review and approval.

· Provides administrative support for the deal process, including intake and tracking of new deal requests in Dealer or other designated departmental systems, compiling relevant project and talent information, and coordinating follow-up materials.

· Assists with the preparation, processing, distribution, and filing of deal memos. Tracks status, approvals, distribution, and Legal assignments in applicable departmental systems. Coordinates filing and distribution of approved deal memos through eDocs or other designated document-management systems.

· Maintains accurate department documents and reports including negotiation lists, open deal trackers, development spending, deal histories,, and other shared databases. Coordinates inputs, follow-up, review routing, and distribution for the weekly development-spending (Numbers) report in accordance with assigned departmental responsibilities. Coordinates receipt and distribution of attorney status reports from Legal and follows up on outstanding responses.

· Organizes and maintains confidential electronic and physical files including project and talent records, deal documents, naming changes, retention, and archiving in accordance with company policies and practices.

· Conducts research and retrieves prior agreements, talent/project background, and deal information from internal systems and appropriate industry resources.

· Coordinates meeting agendas, supporting documents, and departmental coverage schedules, working closely with other executives and assistants to gather information.

· Partners with Legal, Creative, Production, Finance, and other departments to facilitate document flow, accurate recordkeeping, and resolution of administrative requests.

· Handles general office administration, including supplies, mail, document handling, contact lists and record management.

· Anticipates executive and team needs; independently prioritizes competing deadlines and exercises sound judgment when handling confidential or urgent matters.

· Performs other related duties and special projects as assigned.

Please note that this is a contract role providing services to Warner Bros. Discovery through external staffing partners of Allegis Global Solutions. If you are selected for this role, you will be employed by AGS and will not be an employee of Warner Bros. Discovery. 

This role is eligible for the following benefits: 

Medical, dental & vision 
Hospital plans 
401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available 
Life Insurance (Company paid Basic Life and AD&D as well as voluntary Life & AD&D for the employee and dependents) 
Company paid short and long-term disability 
Health & Dependent Care Spending Accounts (HSA & DCFSA) 
Employee Assistance Program 
Time Off/Leave(PTO, Allegis Group Paid Family Leave, Parental Leave 
 

Benefits are subject to change and may be subject to specific elections, plan, or program terms. 

AGS is an Equal Opportunity Employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.  

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email accommodation@allegisglobalsolutions.com for other accommodation options. 

In accordance with the Immigration Reform and Control Act of 1986, employment is contingent upon verification of identity and authorization to work in the United States. All persons hired will be required to complete Form I-9 and provide acceptable documentation as required by law. 

Please note that we may use artificial intelligence (AI) tools to screen, assess, or select applicants for this position. These tools may analyze application materials and assist our team in identifying candidates whose qualifications best match the requirements of the role. If you have questions about our use of AI in the hiring process, or would like more information, please contact us. 

*We reserve the right to pay above or below the posted wage based on factors unrelated to protected classifications. 

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.  

San Francisco Candidates only: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. 

City of Los Angeles Candidates only: We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring.