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Team Assistant- Program Management

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POSITION SUMMARY: 
Responsible for high level executive administration and team support to Program Manager Directors within the Marketing & Operations organization. The successful candidate will be able to interact with employees at all levels in a fast paced environment, remaining flexible, proactive, resourceful and efficient, with a high level of attention to detail, professionalism and confidentiality. This polished and engaging professional is a master at complex calendar management, multi-tasking, meeting planning and coordination, and possesses flawless communication skills while interacting and cultivating relationships with a wide variety of cross functional partners. 
POSITION RESPONSIBILITIES: 
• Project Status & Communication 
o Attend and facilitate weekly program status meetings 
o Publishes & distribute key milestone dates and schedules across a holistic point of view through Status Reports and weekly Project Initiation emails across (but not limited to) – 
 Omni Campaigns 
 Curated & Slotting 
 Brand Launches 
 Single vehicle programs 
 Etc. 
o Maintain holistic annual view of key campaign milestones and due dates 
o Works directly within the Program Management Organization, while communicating broadly to Marketing, Digital Marketing, Creative, Production, Resourcing, and Delivery Management. 
• Meeting & Agenda Management 
o Organizes and populates agendas for standing meetings throughout the week 
o Trouble shoot agenda time slot conflicts by working with multiple Program Managers; prioritize and confirm final agendas with Directors 
o Clearly and actively communicate key information, meeting agendas and time slot shifts to Executive Assistants for publishing 
o Serve as single point of contact for agenda management questions, time slot changes for PM, EA, Creative and Marketing 
• Project Support 
o Help set up and open job folders with project info on server 
o Help set up and maintain Basecamp projects 

POSITION REQUIREMENTS: 
• 2-3 years experience in executive administration or project management 
• College degree or equivalent experience 
• Genuine passion for people and for providing outstanding hospitality and service to external and internal clients 
• Mastery of Microsoft Office: Outlook, Word, Excel, and PowerPoint and PM schedule tools such as Project or Smartsheets 
• Excellent verbal and written communication skills; ability to listen, simplify, and disseminate information tailored to the target audience 
• Dynamic, engaging, professional with positive attitude; constantly contributing to success—“no task is too small” approach 
• Ability to work independently as well as in a team environment 
• Effective relationship-building skills; ability to cultivate strong partnerships across functions to bring people together toward common goals and consensus 
• Exceptional organizational skills; extreme attention to detail and ability to multi task and organize information 
• Nimble and flexibility to work in fast pace environment 
• Strong time management skills; ability to troubleshoot, juggle multiple requests and prioritize 
• High energy and flexibility in a constantly evolving team environment 

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