This is a true Executive Assistant role - We are looking for someone who WANTS to be an EA - someone who IS an EA because they are passionate about the job. This role may convert to a FTE position, so it's imperative this person wants to be an EA for the long term.
Additionally, this person will be in a VERY visible seat and will be communicating with people at the top tier of the corporation and with high profile people from the entertainment realm, so we need someone who does not get star struck and has thick skin.
This is a task intensive role that requires quick wit and the ability to think on one's feet, making decisions that can have a large impact. Please submit only your best - we are not looking for temp-minded people that are just interested in seasonal employment.
Individual will provide day-to-day administrative support to multiple Directors. This is a busy team environment with heavy calendar and T&E support for Director level individuals, as well as general support for the project team at large.
*Schedules meetings, distributes mail, fills catering requests, orders department supplies, takes meeting notes, logs, and fills out forms.
*Manages expense reports, process timesheets.
*Acts as backup for senior management’s secretarial functions.
*Manages calendars, screens calls, makes travel arrangements domestic & international, sets up & maintains department filing system, completes & tracks expense reports and purchase requisitions. *Coordinates & prepares office space for new employees.
*Maintains confidentiality of highly sensitive information.
*Answers department specific questions over telephone and redirects calls.
*Review decks and proofread for spelling accuracy. *Acts as liaison for managers in department or division.
*Compiles information for department manuals. *Monitors department reports for accuracy.
*Answers or directs complex questions in management’s absence.
*Must be task-oriented with an excellent sense of priority, highly organized and capable of handling a number of sensitive and important issues simultaneously.
*Performs other duties as assigned.
*Minimum 5 years experience in an administrative support role.
*Working knowledge of operating office equipment.
*Ability to proactively manage calendar tracking.
*Knowledge of letter and report formatting.
*Strong experience in managing expense reports both domestic & international.
*Ability to interface with all levels of the organization.
*Proven ability to multi-task.
*Extensive knowledge of Software packages including: -Word -Excel -Outlook -PowerPoint -SAP
*Very good vocabulary skills
*Very good English skills
*Very good math Skills
*Very good attention to detail
Preferred - some college