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Executive Assistant

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For this assignment based in Culver City, California, the Marketing Executive Assistant will report directly to the VP, Managing Director of Marketing at Aquent's client. The ideal candidate will have a wide range of administrative and executive support related experience in entertainment and media industries.  Responsibilities including support, knowledge and understanding of internal process protocols and compliance to ensure that that VP & Marketing Team are functioning smoothly and efficiently. 

This person must be highly skilled, organized, resourceful, efficient, resolution oriented, flexible and able to work on various time zones - especially skilled at working in a fast paced environment.  A high level of professionalism, respect for colleagues and confidentiality/discretion is crucial for this role.  This person must being able to think ahead and anticipate the needs of the Executive. Excellent written and verbal communication skills, strong decision making ability and attention to detail are equally important. 

Key Qualifications:

  • Passionate about creating structure and processes that support the development of amazing work in a highly creative and fast paced environment
  • Extraordinary communication, relationship building and inter personal skills, including the ability to collaborate cross-functionally, up/down/across the organization
  • Known for thriving in dynamic, high-pressure environments
  • Ability to work and adjust schedule based on different timezones
  • Proactive and strategic management of calendar/scheduling, booking travel and conference calls
  • Quick acknowledgement of client policies and timely processing of expenses
  • Constant awareness of projects/timelines/upcoming campaigns and events
  • Effective, driving and managing changes - able to nimbly adapt and re-prioritise daily
  • Proven ability to balance priorities, meet tight deadlines, and produce superior quality 
  • Ability to keep the VP/team focused on common goals, compliance and workflow
  • Strong problem-solving skills, motivation, multi-tasking and resourcefulness
  • Efficient and productive with excellent attention to detail and highly organised
  • Attention to detail during travel (Flight check-in, boarding passes, meeting itinerary, rewards numbers, Global entry, preferred hotels, etc.)
  • Ability to handle ambiguity with grace
  • Serve as a brand steward both internally and externally
  • Organise all agency and cross functional meetings (e.g. book meetings, ensure room set up, AV/VC working, catering, distribute pertinent meeting logistics/agenda and document information to those involved)
  • Attend meetings (as directed) and take notes, communicate follow ups and key communications with VP & team (as necessary)
  • Coordinate with VP/Brand Managers/Functions to order quarterly product and track/maintain a log  
  • Responsible for all administrative mail/messenger/inter-communication/follow ups
  • Responsible for personal development and take a proactive approach to skills development and personal growth (e.g. reading industry blogs, networking events, sporting events, etc.)
  • Responsible for communicating and aligning monthly/quarterly/annual planning cycle with HQ
  • Strong awareness of client Influencers 
  • Process PRs/POs for the team and other payments
  • Serve as a process liaison working weekly/monthly with Procurement
  • Frequent and effective liaison with HQ Finance (Culver City, CA/U.S.) and key functional Marketing Ops counterparts
  • Assist with identification of potential partners and manage relationships; including establishing contracts, rates, working processes and ongoing agency performance management
  • Overall management of selected agency resources the group may interact with daily
  • Internal communications and event
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Education/Experience:

  • Bachelors degree preferred
  • Strong relationship builder
  • Presentation skills, both written and oral delivery
  • Excellent oral and written communication skills
  • Strong relationships and sales experience in the channel
  • Superior organisational, logistics and time management skills
  • Excellent interpersonal skills and the ability to interact with a variety of internal and external people
  • Ability to travel and manage a flexible work schedule
  • Mastery of Mac OS, Numbers, Keynote, etc etc etc

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