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Executive Assistant

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Large Media and Consumer Products brand in Pasadena is seeking an Executive Assistant to join their team. This is a temporary role with the possibility of extension. 

Responsibilities: 

  • Coordinate/confirm all calendar matters, including internal/external meetings, and conference calls and video conferences over multiple time zones, managing all scheduling conflicts for very busy executives. 
  • Support basic office functions as required (i.e. review and distribute mail, file, and order supplies, make copies, answer, screen and handle telephone calls.) 
  • Prepare, file and track expense reports, correspondence, purchase orders and authorizations. 
  • Make and manage all travel arrangements and trip oversight (flight, hotel, car, meeting coordination) 
  • Coordinate events on site and off site - able to plan and execute on and off site lunches, dinners, events etc. from beginning to end. 
  • Interface with various departments and external organizations. 
  • Prepare, file and track expense reports. 
  • Maintain high standards of confidentiality with respect to all matters and documents. 
  • Assist in the creation of presentation materials and communications (i.e. understand and translate information into most concise format, etc.) 
  • Perform other administrative duties or assist with special projects as requested, or as responsibilities dictate 


Qualifications: 

  • 2-3 years’ experience in a Professional environment – experience supporting executives within a corporate environment preferred 
  • Proactive approach – ability to intuitively anticipate needs, meticulous with extreme attention to detail, and timely follow-through. 
  • Exceptional organization and multi-tasking skills 
  • Proficiency in Outlook, Microsoft Word, Excel, PowerPoint, Keynote and the ability to learn new programs if necessary. 
  • Knowledge of SAP desired. 
  • Must be able to effectively and professionally interface with high level Company executives and clients, use discretion and be completely comfortable handling highly confidential information. 
  • Demonstrated ability to handle multiple priorities in a fast paced environment and to prioritize effectively. 
  • Strong collaboration and team spirit - Must work well with others in a close team environment. 
  • Strong verbal and written communication skills are required as is the ability to work flexible hours on occasion. 
  • Must be able to expertly draft and transcribe correspondence (emails, memos, letters, reports) 
  • Excellent proofreading skills, especially under time constraints 
  • Excellent knowledge of software applications; Microsoft Outlook, Word, Excel, PowerPoint, and KeyNote 
  • Positive helpful attitude, approachable, flexible and friendly but assertive 


**Required Education Bachelor’s degree**

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