Executive Assistant

Overview

We’re looking for a motivated go-getter who loves to learn and keep busy working on a wide variety of projects. This successful candidate will provide administrative support for the leadership, who manage the day-to-day operations of our global organization. The Executive Assistant will serve as a liaison to senior management teams, members, and key stakeholders, managing schedules, coordinating communications, and overseeing special projects.

• Manage the Executive Director's calendar, meetings, and logistics for internal and external meeting and events
• Travel arrangements and expense reporting
• Annual calendar coordination
• Day-to-day support for the Executive and Associate Director
• Prepare meeting materials including agendas, presentations, and briefing documents
• Proactively research and prepare information to anticipate the Executive Director and Associate Director’s needs
• Event coordination and support
• Preparing and sending correspondence
• Meeting minutes and tracking next steps and deadlines
• Interacting with Board of Directors and potential interface with Board Chair
• Assist with special projects and organizational initiatives, including occasional personal/adhoc projects
• Maintain confidentiality and exercise sound judgment in all matters

• Education:
  
  Bachelor's degree or equivalent experience required
• Knowledge of and/or willingness to be trained in:
  
  Word Press, Acrobat and Photoshop
• A clean driving record, with your own reliable car and your own auto insurance
• Understanding of the entertainment industry is a plus

• Proactive self-starter with meticulous attention to detail and pride in your work product
• Exceptional organizational and time management abilities with proven capacity to manage multiple tasks and priorities simultaneously
• Strong interpersonal skills and team-oriented mindset; able to build relationships and work effectively with diverse teams and external partners
• Great written and verbal communications
• Proficient in Microsoft Office, including Excel, Word and Google sheets, calendar management tools, and virtual collaboration platforms (e.g., Zoom, Google Meet)
• Administrative experience and able to type 50 WPM
• Familiarity with booking travel
• Able to manage deadlines and deliver work on time
• Someone who can think through a project before they work on it.
  
  Strategically as well as tactically focused.
  
  Works ahead of schedule and uses proper planning.
  
  Able to work with a lot of personalities.
• Ability to remain calm and focused under pressure and pivot as priorities shift
• Must have experience working successfully in a hybrid role
• Confidentiality is critical
• Professional but friendly demeanor
• May interact with the Board of Directors
• Initiative and ability to think creatively and work with a sense of urgency
• Familiarity and/or interest in learning AI tools
• Willing to ocassionally work after hours for Board meetings and urgent requests.
• Additional Qualifications (Nice to Have):
• Phenomenal written and verbal communication skills
• Adaptable and flexible; comfortable with ambiguity and shifting priorities
• Genuine interest in the VFX industry
• Energetic, positive mentality with a strong work ethic
• Non-profit or professional association experience is a plus

• Salary Range:
• ($31.25 – $36.06 hourly) depending on experience.
• Working Hours:
  
  This position is a part-time (Tuesday-Thursday), hourly position.
  
  Occasional nights or weekend work are required.

• To help us get to know you better:
• 1. Cover Letter
  
  Required:
  
  Tell us why you'd be great for this role and how your background aligns with what we're looking for. We want to hear your story and understand what draws you to this opportunity.
• 2. Submit Materials:
  Send your cover letter and resume to jobs by with the subject line "EXECUTIVE ASSISTANT" by January 30, 2026
• We review all applications carefully and will be in touch with qualified candidates soon after the deadline.

The Visual Effects Society (VES) is a global honorary society championing the innovative and creative realm of visual effects across all entertainment domains. VES serves nearly 5,500 members in 50 countries. We are committed to education, inspiration, and celebrating excellence in our craft.