Executive Coordinator to CEO
ConfidentialNorth Hollywood, CA
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Full Time Job
Experienced and driven Executive Administrator to support the CEO. This dynamic and challenging role requires an assertive self-starter with exceptional attention to detail, excellent organization and project management skills, and effective written and verbal communication skills. The ideal candidate will demonstrate emotional maturity, tact, and judgment in anticipating and handling the CEO's needs, making administrative decisions and liaising with other executives, business partners and staff on behalf of the CEO. Additionally, this candidate must work well under pressure in a fast-paced environment while maintaining poise, professionalism, and absolute discretion.
Organized and structured approach to work and responsibilities in order to prioritize conflicting needs, proactively and timely handle all matters, and apply appropriate follow-through to ensure successful completion of tasks and projects.
Effectively set, track and manage active calendar of appointments, meetings, teleconferences and events, and adeptly handle preparation and execution of all logistics. Act as a gatekeeper in determining daily schedule and creating win-win situations for direct access to CEO's time and office.
Effectively schedule and coordinate travel arrangements, including all logistics (lodging, itineraries, agendas, locations, transportation), compile travel-related documents.
Accurately review, compile and prepare financial data to assist expense management, including business and personal expense accounts and reconciliation.
Demonstrate efficiency and resourcefulness by reviewing, researching, and routing information, issues, and concerns addressed to CEO, and determine and suggest the appropriate course of action, referral or response to conserve CEO's time.
Exceptional interpersonal and communication skills to effectively interface with staff, executives, departments and business partners in a collaborative manner and execute CEO's directives when appropriate.
Demonstrate high level of professionalism and confidentiality to handle extremely sensitive and/or proprietary information.
Oversee and manage the performance and work product of the executive administrative support staff, including leading meetings, trainings, and corrective actions.
Other Duties and Responsibilities:
Exercise discernment in understanding the urgency or nuances of certain issues within the work environment and culture and good judgment in keeping the CEO updated.
Able to easily handle a large volume of calls with a pleasant and professional phone demeanor and service-oriented mentality.
Reliable performance and prompt execution of multiple tasks, often with deadline pressures.
3-5 years of experience in administrative support for senior leadership or C-Level executives, including heavy calendar and travel scheduling.
Bachelor degree in communications, business management, media, marketing or other social science.
Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word).
Solid technical aptitude in using or learning new systems, including computer systems (iOS) and multi-line phone systems.
Appropriately handle stress, respond to time-sensitive deadlines, and maintain overall composure despite conflicting priorities and changing needs.
Sedentary role that may involve the ability to sit or stand for long periods of time.
Able to write, talk and hear effectively in order to engage in quick and accurate communications with multiple individuals via email, in-person meetings, and telephone.
Able to quickly analyze, synthesize and track large amounts of data and information at a time.
Able to closely and visually review small details.
Able to engage in light lifting of no more than 5-10 lbs. unassisted.
Regular office hours from 10:00 am - 7:00 pm, but position occasionally requires flexible hours for special requests or projects that arise outside of normal business hours.
This position routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.