Executive Assistant and IT&D Operations Coordinator

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.

Requirements

• 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
• 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
• 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
• 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
• 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

Benefits

• Comprehensive compensation and healthcare packages
• 401(k) plan with employer match
• Competitive paid time off
• Company sponsored volunteer & community outreach opportunities
• Organizational growth potential through our company sponsored online learning platform