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Executive Administrative Assistant
Crown Media Family Networks
Chicago, IL
Uh oh, this posting was removed on 5/8/2017 9:06:00 AM PST
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ROLE SUMMARY/PURPOSE
The Executive Administrative Assistant will report to the SVP of Distribution and will provide high-level administrative support on a day to day basis. This position requires clear and frequent communication; discrete handling of confidential information; accountability; attention to detail; and the ability to proactively meet the manager's expectations. Administrative support includes, but is not limited to, calendar and phone management, travel arrangements, meeting scheduling, general filing, management of high volume of incoming/outgoing packages and preparation support for client meetings. The EA will also assist the SVP of Ad Sales with administrative tasks and will assume responsibilities of Office Manager for the Chicago office. This position will act as the liaison in communication with corporate management and building management as required.
ESSENTIAL FUNCTIONS:
1. Maintain calendar and contacts for SVP utilizing Microsoft Outlook; includes arranging, coordinating and prioritizing complex scheduling and logistics
2. Provide telephone coverage for SVP by answering calls, taking accurate messages, knowing SVP whereabouts at all times, handling urgent calls with appropriate judgment
3. Arrange internal and external meetings; send meeting confirmation emails; prepare and distribute meeting agendas and materials, set up video conferencing, etc.
4. Serve as administrative contact for SVP to all internal departments and external vendors
5. Handle all travel arrangements including hotel accommodations, airline reservations, rental cars, and arrangements for off-site meetings
6. Prepare Expense reports for SVP and Los Angeles based Distribution staff
7. Process and track all departmental invoices and purchase order requests
8. Prepare client facing meeting materials for Distribution team using PowerPoint, Word and Excel, including heavy use of binding equipment
9. Support distribution team with database maintenance and mailing lists, premium inventory orders and tracking, management of trade show schedules, distribution of weekly meeting schedule and event calendar
10. Responsible for Chicago office to include, but not limited to, receiving, unpacking and organizing incoming packages, processing outgoing mail and shipments, ordering supplies, coordinating with building maintenance and/or management and greeting visitors.
11. Serve as onsite liaison for IT and IT Consultants, managing basic troubleshooting of office equipment
12. Serve as onsite liaison for Human Resources and planning of employee appreciation events, company-wide initiatives and employee events
BASIC QUALIFICATIONS:
• High School Diploma or equivalent
• 3 years' experience as an office manager or executive assistant for senior level executives
• Previous experience booking corporate travel
• Previous experience processing expense reports
• Prior PC experience using Microsoft Word, Excel, PowerPoint and Outlook
• Ability to bend and lift up to 25 pounds
• Must be able to work overtime hours
• Must be able to travel occasionally
DESIRED QUALIFICATIONS:
• Advanced proficiency with Microsoft Office Suite.
• Advanced PowerPoint and Excel skills required to create and manipulate spreadsheets and presentations, link data, embed video, etc.
• Previous experience with Concur
• Bachelor's Degree
• Entertainment experience particularly; Cable programmers, on-line media etc.
• Must be technically savvy to partner with IT to troubleshoot basic technical problems
• Strong interpersonal skills, positive attitude and team-oriented approach
• Ability to understand written and oral instructions
• Strong communications skills (verbal & written) and ability to communicate effectively in person, via phone and in written correspondence
• Self-motivated, proactive and resourceful, able to solve problems independently
• Highly analytical and detail-oriented
• Ability to establish priorities, develop timelines, and determine accountabilities in order to meet deadlines in a fast-paced, results driven sales environment
Note: Relocation will not be provided.
Don't worry we have a lot of jobs on the site like this one;
Browse all jobs
Browse the Assistant and Entry Level Category
Browse the TV Network Category
Search for Executive Administrative Assistant jobs in Chicago-IL
ROLE SUMMARY/PURPOSE
The Executive Administrative Assistant will report to the SVP of Distribution and will provide high-level administrative support on a day to day basis. This position requires clear and frequent communication; discrete handling of confidential information; accountability; attention to detail; and the ability to proactively meet the manager's expectations. Administrative support includes, but is not limited to, calendar and phone management, travel arrangements, meeting scheduling, general filing, management of high volume of incoming/outgoing packages and preparation support for client meetings. The EA will also assist the SVP of Ad Sales with administrative tasks and will assume responsibilities of Office Manager for the Chicago office. This position will act as the liaison in communication with corporate management and building management as required.
ESSENTIAL FUNCTIONS:
1. Maintain calendar and contacts for SVP utilizing Microsoft Outlook; includes arranging, coordinating and prioritizing complex scheduling and logistics
2. Provide telephone coverage for SVP by answering calls, taking accurate messages, knowing SVP whereabouts at all times, handling urgent calls with appropriate judgment
3. Arrange internal and external meetings; send meeting confirmation emails; prepare and distribute meeting agendas and materials, set up video conferencing, etc.
4. Serve as administrative contact for SVP to all internal departments and external vendors
5. Handle all travel arrangements including hotel accommodations, airline reservations, rental cars, and arrangements for off-site meetings
6. Prepare Expense reports for SVP and Los Angeles based Distribution staff
7. Process and track all departmental invoices and purchase order requests
8. Prepare client facing meeting materials for Distribution team using PowerPoint, Word and Excel, including heavy use of binding equipment
9. Support distribution team with database maintenance and mailing lists, premium inventory orders and tracking, management of trade show schedules, distribution of weekly meeting schedule and event calendar
10. Responsible for Chicago office to include, but not limited to, receiving, unpacking and organizing incoming packages, processing outgoing mail and shipments, ordering supplies, coordinating with building maintenance and/or management and greeting visitors.
11. Serve as onsite liaison for IT and IT Consultants, managing basic troubleshooting of office equipment
12. Serve as onsite liaison for Human Resources and planning of employee appreciation events, company-wide initiatives and employee events
BASIC QUALIFICATIONS:
• High School Diploma or equivalent
• 3 years' experience as an office manager or executive assistant for senior level executives
• Previous experience booking corporate travel
• Previous experience processing expense reports
• Prior PC experience using Microsoft Word, Excel, PowerPoint and Outlook
• Ability to bend and lift up to 25 pounds
• Must be able to work overtime hours
• Must be able to travel occasionally
DESIRED QUALIFICATIONS:
• Advanced proficiency with Microsoft Office Suite.
• Advanced PowerPoint and Excel skills required to create and manipulate spreadsheets and presentations, link data, embed video, etc.
• Previous experience with Concur
• Bachelor's Degree
• Entertainment experience particularly; Cable programmers, on-line media etc.
• Must be technically savvy to partner with IT to troubleshoot basic technical problems
• Strong interpersonal skills, positive attitude and team-oriented approach
• Ability to understand written and oral instructions
• Strong communications skills (verbal & written) and ability to communicate effectively in person, via phone and in written correspondence
• Self-motivated, proactive and resourceful, able to solve problems independently
• Highly analytical and detail-oriented
• Ability to establish priorities, develop timelines, and determine accountabilities in order to meet deadlines in a fast-paced, results driven sales environment
Note: Relocation will not be provided.
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