Executive Assistant Post-Production

Maria Bonvicini

Marina Del Rey California 310-***-**** *****.*********@*****.***

Technical Abilities

Fluent in Italian

Fluent in Spanish

Fluent in Portuguese

Fluent in French

Microsoft Suite

Production techniques

Post-production techniques

Darts

Citrix

Concur

Slack

Ariba

Photoshop

Adobe Creative Suites

Google Suite

DocuSign

Revu

Google Apps

Egencia

Zoom

Macintosh

IManage

Excellent written skills

Excellent oral skills

Excellent interpersonal skills

Multicultural knowledge

Flexibility to work remotely

Experience

EXECUTIVE ASSISTANT TO CEO/PRESIDENT (CONTRACT) 06/2025 - 08/2025 Sony Music / Extreme Music/ Bleeding Fingers - Santa Monica, CA Provided high-level executive support to the CEO and two senior executives with attention to detail, planning, and follow-up.

Managed multiple complex calendars for executives, including scheduling internal and external meetings. Facilitated weekly meetings, compiling meeting presentations, distributing material & meeting summaries, and tracking action items.

Arranged & managed complex domestic and international travel, including flights, hotels, and transportation, ensured efficiency and cost-effectiveness in accordance with company policy, and compiled travel documents for expense reimbursement.

Planned, coordinated & facilitated companywide and management meetings/conferences, including organizing budgets, schedules, venues, transportation, room set up, catering, and prepared meeting materials for executives and attendees.

Prepared accurate and timely expense reports in accordance with company policy. Created and prepared presentations, spreadsheets, and communications as directed. Maintained/archived files that may contain confidential information. Liaise and build relationships with other groups within the organization. PA support to CEO: Reconciling personal financial accounts, ad hoc errands, booking appointments, etc. Performed other related duties as assigned

EXECUTIVE ASSISTANT TO DIVISION PRESIDENT 01/2025 - 02/2025 Balfour Beatty US

Company Overview: Architecture/Construction

Calendar Management & Meeting Coordination: Scheduled meetings, sent invitations, and ensured all necessary materials were gathered beforehand. Help with rescheduling when priorities shift. Processed executive expense reports, including assembling required support documents, filling out company- required forms if receipts were unavailable, requesting approvals, and submitting them promptly. Travel Arrangements: Booking flights and accommodations, and preparing travel itineraries. Planning: organizing company events, executive retreats, and important meetings, including coordinating logistics and managing guest lists.

May work with Administrative Assistants from other areas across the business. Liaison and Gatekeeping: Acting as a point of contact between you and the rest of the organization or external stakeholders, maintaining confidentiality and professionalism. Document and Report Preparation: Assisting in creating presentations, compiling data into reports, and preparing briefing documents.

Errand running, as needed, including but not limited to driving, picking up or delivering items, etc. Maintained confidentiality with sensitive or proprietary information Architecture/Construction

LEGAL ASSISTANT TO ATTORNEYS 05/2024 - 06/2024

Hirsh Wallerstein Hayum Matlof & Fishman

Assisted attorneys with daily administrative tasks Docket deadlines and legal filing

Coordinated attorney travel arrangements, calendars, lunches, and meetings Scheduled depositions, hearings, and conference calls. Assisted with trial preparation.

Assisted with document management and file organization LEGAL ADMINISTRATIVE ASSISTANT IV TO EVP, BUSINESS & LEGAL AFFAIRS – COLUMBIA / TRISTAR / 3000 PICTURES 03/2018 - 04/2024

Sony Pictures Entertainment

Company Overview: Business Affairs – Motion Pictures Prioritized and facilitated meetings, action items, and tasks for executives, often in coordination with other senior-level executives' priorities and calendars. Scheduled and prepared for meetings, which included conference room reservation and prep, agendas, calendar invites, and distribution of pertinent related documents, filed and added to the SharePoint. Created, revised, and redlined contracts and documents, including complex Word, Excel, and Adobe Acrobat files with a mastery of advised usage, word processing extensive handwritten comments, and changes quickly and accurately.

Various cloud-based applications for specific tasks, such as gathering DocuSign electronic signatures, accessing corporate databases, etc.

Managed documents and facilitated the flow of information between different departments and key stakeholders

(verbal and written), with attention to time-sensitive follow-ups. Managed records storage, both digital and paper, including coordination with other staff regarding shared files. Arranged local and international travel, offsite meeting planning, and all aspects of team meetings/events. Processed related expense reports on a timely basis. EVP and SVP and Directors apprised of staff matters. Handled phone coverage and managed the executive office area, including in-person visitors. Maintained a relationship with and knowledge of other legal groups and support departments such as IT, copy services, facilities, mailroom, etc.

Managed subscriptions, ordered office supplies, processed mail, copied, filed, and FedEx. Miscellaneous duties as required

Business Affairs – Motion Pictures

OFFICE MANAGER (CONTRACT) 12/2017 - 01/2018

Twentieth Century Fox Films

Prepared requisitions and memos, drafted clearance request letters, and logged scripts. Assisted in the preparation of script clearance and filing of legal documents. Organized social functions and special meetings, coordinated meeting room schedules. Answered telephones, handled incoming mail and e-mail, and updated the status of. Ordered office supplies, refreshments, and lunches for the department, coordinated meetings, etc. Assisted analysts and managers with their daily pre-production, production, and post-production. Maintained a log of scripts, monitored deliveries, scheduled screenings, coordinated special events, etc. Script Clearance requests and composed permission request letters, and legal releases. Scheduled meetings, department screenings, coordinated calendars, and expense reports. Helped establish all standing meetings for executives during the department's moving. Managed daily operations for executives, including high volume phones, scheduling large Domestic. Attended international meetings and presentations with executives, filmmakers, and agencies. Coordinated Domestic and International travel itineraries. Significant experience with airlines, visas worldwide hotels, airport greeters, transportation, and other travel logistics. Acted as liaison between the executive and reporting Domestic and International departments. Oversaw executives' non profit organizations, keeping track of spending, budgets, donations, and galas. Oversaw Second Assistant's administrative duties.

Hired and coordinated all catering, equipment rentals, and approved time sheets for vendors. Managed POs, recurring payments, and other studio expenses. Managed all internal reporting.

Kept project within agreed budget and schedule/timeline. Worked closely with other departments and employees across the studio. EXECUTIVE ASSISTANT / OFFICE MANAGER'S DUTIES (CONTRACT) 05/2015 - 09/2017 Sony Pictures Entertainment

Staffed and coordinated public events, publicity events, and related publicity tasks. Organized and coordinated ad hoc projects (office moving, offsite meetings, etc.). Ordered and maintained office supplies.

Responsible for ordering supplies for the facilities and day-to-day functions. Prepared financial statements and cover letters.

Booked flights, cars, hotels, and restaurants, arranged for international meetings and conferences. Managed all travel arrangements, hotels, and organized events- dinners, including preparation of detailed itineraries.

Handled IT needs, including software updates, dashboard documents, class and events scheduling. Coordinated special events, parties, and meetings, including vendors, guest invitations, catering, etc. Interacted regularly with senior executives, agents, talents, writers, and producers. Processed and prepared domestic and international travel and expense reports. Maintained a database of all pitches submitted to the development team. Supported the planning and execution of internal and external events. Helping to manage all aspects of space allocation and helping with office moves. Maintained Legal/Vendor contracts and managed invoicing and finances for office-related expenditures. Served as a ‘New Hire' employee onboarding facilitator and assisted with various projects as needed. EXECUTIVE ASSISTANT V 06/2009 - 06/2014

20TH Century Fox International Channels

Assisted with preparing budgets and invoices.

Significant experience with airlines, travel visas, worldwide hotels, airport greeters, transportation, and other travel logistics.

Acted as liaison between the executive and reporting Domestic and International departments such as Media, Digital Marketing Distribution, Creative Advertising and Content, Publicity, Post-Production, Partnerships, and Consumer Products.

Oversaw executives' non profit organizations, keeping track of spending and budgets. Oversaw Second Assistant's administrative duties.

Maintained visitor ID, guest database, and controlled access badge records. Set up New Hires with access badges and parking passes. Coordinated all daily operational routines of the department, including filling, distribution, and ordering office equipment/supplies.

In charge of office and kitchen supplies, such as snacks and drinks for the sales team. Coordinated internal and external meetings, events, markets, training classes, conference calls, and booking conferences rooms.

Education

Campos Salles University - Sao Paulo, Brazil MBA Business Administration, Marketing & Communications Technical Abilities

Fluent in Italian, Spanish, Portuguese, and French Microsoft Suite (Excel, Outlook, Teams, PowerPoint, Word) Production & post-production techniques/equipment. Other equipment and formats. Darts, Citrix, Concur, Slack, Ariba, Photoshop, Adobe Creative Suites, Google Suite, DocuSign, Revu Advanced knowledge in various office productivity tools, including Google Apps, Egencia, Zoom, DocuSign, etc. Excellent written, oral, and interpersonal skills

Multicultural knowledge of industry leaders, practices, and global cultures. Total flexibility to work remotely under the necessity of the business.

Contact this candidate