The Executive Assistant to the Managing Director (MD) of Universal Pictures ANZ is a proactive, resourceful, and highly organized professional who plays a critical role in enhancing the effectiveness and productivity of the MD and the wider Universal Pictures Senior Management Team. This individual will serve as a key liaison between the MD and internal teams, senior leadership, and external stakeholders. The ideal candidate demonstrates exceptional communication skills, sound judgment, and a collaborative mindset, while managing a wide range of executive and administrative responsibilities. The role will be a point of contact for the Executive, handling enquiries and filtering information allowing the executive to focus on strategic initiatives.

Key Responsibilities

• Draft, edit, and assemble high-quality presentations and reports for Executive presentations and internal communications, including Town Halls, Management meetings and international meetings using PowerPoint and Excel or other design software ensuring clarity and professionalism. This may include collaborating with local and international stakeholders to source materials and content.
• Supporting the MD in the preparation of reports and presentations aligned to Strategic Planning and Analytics, evaluating commercial outcomes for the business. This will involve stakeholder management with internal Finance, Sales and Marketing executives and close collaboration with the Senior Business Analyst and Managing Director. It will likely involve a degree of basic research and data analysis to support the preparation of reports.
• Planning and facilitating itineraries and meetings for international executives and guests
• Support the executive with their activities aligned to industry organisations not limited to Film Festivals, Motion Picture Distributor’s Association, Australian Movie Convention and Trade events.
• Maintain active VIP database for Event and Premiere guest lists as well as stakeholder Birthday and anniversary listings and comms preparations.
• Act as a liaison between the MD and HR for the development of the UPI Inspire program.
• Manage subscriptions and industry membership applications and renewals.
• Support stakeholder management with the Warner Bros. license.
• Support the executive (and SMT) in prioritizing business strategies by assessing their schedule and aligning with business demands.
• Manage calendar scheduling, in line with business priorities and minimizing conflicts.
• Organize local Senior Management Team (SMT) meetings, including agenda preparation, minute-taking, and follow-up on action items to ensure accountability.
• Collaborating with employees across various levels, and handling administrative tasks including proactive communication, planning and scheduling team meetings, meeting minutes etc.
• Coordinate complex domestic and international travel arrangements, including detailed itineraries, visa applications, and travel documentation
• Manage correspondence
• Expense Reporting: Prepare and process expense reports in line with divisional travel policy, ensuring timely submission using electronic payment systems.
• Confidentiality & Discretion: Maintain the highest level of discretion and confidentiality in handling sensitive information.