Assistant - Executive

Job Description

OVERVIEW OF ROLE (Scope)

This position provides complete administrative support to organization by relieving Executive of complex details and advanced administrative duties that contributes to the efficient operation and performance of the business unit. Works fairly independently, receiving a minimum level of detailed supervision and guidance. Maintains close and highly responsive relationship to day-to-day activities of the Executives. Demonstrates strong interpersonal skills are necessary as well as an ability to manage multiple tasks in a fast-paced changing environment.

KEY DUTIES AND RESPONSIBILITIES

Answers and screens telephone calls for, EVP, Marketing tactfully handles inquiries and/or refers to appropriate party. Reviews and answers mail and inquiries on own initiative and determines if Executive action is required. Refers routine matters to appropriate person for action and follows up to ensure completion.

Schedules and maintains Executives’ calendar of appointments, meetings and travel itineraries, and coordinates related arrangements. Anticipates and prepares meeting materials, charts and reports needed by Executive.

Independently gathers, compiles and analyzes information from multiple sources; prepares a variety of complex reports, manuals, tracking documents or agendas. Composes routine and non-routine correspondence, memoranda, reports, etc, which are generally confidential in nature. Uses various PC software packages such as spreadsheets, word processing, and graphics to produce high quality reports, presentations, or other documents.

Acts as liaison between the Executive and his/her direct reports, as well as internal and external contacts. Coordinates activities, conducts research and ensures that requests are carried out. Handles a wide variety of situations and tasks involving the clerical and administrative functions of the office, which often cannot be brought to the attention of the Executive.

Coordinates all paperwork necessary for the Executive to approve. This includes, but not limited to, attendance sheets, travel and expense vouchers, personnel requisitions, performance appraisals, personnel action forms (PAF) and authorization payment forms (APF). Follows up with other departments to ensure that requests are carried out and activities are coordinated.

 Responsible for ordering and maintaining office supplies for the department. Ensures that office equipment works properly. Coordinates repair requests with facilities and/or outside vendors. Maintains records on all repairs and orders.

Assists department in special projects as requested by the Executive. May provide leadership to other department administrative staff.

Prepares and updates department status reports and materials for weekly meetings.

QUALIFICATIONS (Required & Preferred)

• College degree preferred with an emphasis in marketing.
• At least five (5) years of secretarial experience preferably at executive level and/or 2 years experience within an advertising, marketing or promotional agency working with entertainment clients.
• Broad knowledge of company organization, policies and practices.
• Excellent knowledge, with proven experience, of Microsoft Office applications and Power Point.
• Strong oral and written communication skills with ability to interact with all levels of management.
• Proven logical skills, well organized and detail oriented.
• Ability to work in a fast paced environment.
• Ability to maintain highest degree of confidentiality and diplomacy.
• Must be flexible to work overtime on short notice.

The Company is committed to policy of nondiscrimination in its employment and personnel practices. Applicants are considered for all employment without regard to race, color, religious creed, religion, alienage, citizenship, gender, gender identity, national origin, ancestry, genetic predisposition or carrier status, age, marital status, familial status, military or veteran status, status as a victim of domestic violence, stalking or sexual assault, sexual orientation, disability or any other characteristic protected by federal, state or local law.