Executive Assistant & IT&D Operations Coordinator

Major Hollywood and independent movie studios have appointed Swank Motion Pictures, Inc. as their exclusive licensing and distribution partner to offer their box-office hits for public performance in non-theatrical markets (markets outside theaters). Swank represents Walt Disney Pictures, Warner Bros., Sony Pictures, New Line Cinema, Lionsgate, MGM, and many more!

Swank Motion Pictures, Inc. is hiring an Executive Assistant to the Chief Information Office (CIO). The Executive Assistant to the CIO is a high‑impact, trusted partner who keeps the CIO and the IT & Digital (IT&D) teams operating smoothly and efficiently. This person will manage complex scheduling, meeting preparation, internal routing, and cross‑department coordination with exceptional precision and confidentiality. This role also supports IT&D’s day‑to‑day operational cadence by managing processes, calendars, publishing clear communications, and maintaining organized systems that keep the department running seamlessly.

Responsibilities

Executive Support (CIO-Focused)

• Manage the CIO’s calendar, meetings, travel, and related logistics across Outlook and Teams
• Prepare meeting materials and “prep packets,” ensuring the CIO is equipped with context, goals, and decision points
• Maintain a real-time CIO action register and drive follow-up closure daily
• Draft travel and meeting agendas and coordinate communications, correspondence, and sensitive routing with strict confidentiality

IT&D Administrative Operations

• Serve as the central routing point for IT&D administrative tasks, ensuring work moves to the correct leaders and stays on track
• Provide administrative support to multiple IT&D leaders as needed
• Maintain organized digital filing systems (SharePoint/OneDrive) with disciplined version control
• Manage IT&D’s internal process calendar (people processes, operational deadlines) and publish clear communications on what is due, by when, and by whom
• Maintain a concise library of IT&D admin resources (templates, job descriptions, vendor artifacts, process notes)
• Publish IT&D-wide communications regarding processes and deadlines including what is due and when, where it lives, and who owns next step

Procurement & Vendor Administration

• Administer purchase order workflows end-to-end, including approvals, submission, routing, and payment documentation
• Partner with Accounts Payable on invoice processing, PO matching, and approval tracking
• Maintain vendor agreements, renewal awareness, and key metadata; support vendor onboarding tasks (W-9s, contacts, billing setup)
• Manage a vendor tracker with ownership, coding, renewals, and status updates
• Support security-related procurement where the CIO is an approver, ensuring proper routing and documentation
• Assist with expense reconciliation (coding clarifications, approval back-up) and supporting documentation when assigned

Staffing & HR Coordination

• Coordinate proactively with HR to align hiring needs, staffing plans, and onboarding timelines to ensure seamless support for executive priorities and manage interview logistics accordingly

Communications, Documentation & Meeting Support

• Draft internal communications, memos, and departmental reports (status updates, procurement summaries, meeting recaps) as requested
• Capture decisions, action items, owners, and deadlines for CIO and IT&D meetings; uphold meeting hygiene (agendas, clarity of decisions, action tracking)
• Ensure sensitive documents are handled and stored appropriately with disciplined access control

Requirements:

• Bachelor's degree required
• Proven experience supporting senior executives in a high‑trust, fast‑paced environment
• Strong written and verbal communication skills
• Excellent organizational and time management skills
• Ability to handle sensitive information with discretion and professionalism
• Demonstrated ability to manage repeatable workflows such as approvals, deadlines, hiring logistics, and procurement processes with consistent, high‑quality documentation
• Comfortable engaging with internal stakeholders and external vendors, including confident follow‑up and escalation when needed
• Proficiency with Microsoft 365: Outlook, Teams, OneDrive/SharePoint, Word, Excel, PowerPoint
• Scheduling and meeting operations in Teams (links, dial-in details, recordings when requested, attendee logistics)
• Finance/procurement workflow tooling used by the company (PO creation, approval routing, invoice support)
• Hiring workflow tooling used by the company (job posting coordination, candidate scheduling and routing)