Executive Assistant
Dick Clark Productions
Santa Monica, CAThis was removed by the employer on 12/7/2015 11:46:00 AM PST
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Full Time Job
Dick Clark Productions, a diverse entertainment company and an independent producer of a wide range of television programming including awards shows, specials, and reality series, is seeking a highly experienced Executive Assistant to the company Chief Revenue Officer. This position will be based in Santa Monica.
Responsibilities
• Answers and screens the EVP's telephone calls; handles more complex inquiries, takes messages and transfers calls to the appropriate party.
• Receives and directs visitors;
• Sorts and distributes mail.
• Maintains departmental files and keeps records.
• Schedules and maintains the EVP calendar of appointments, meetings and travel itineraries.
• Prepares any necessary information for meetings; prepares and distributes minutes of meetings.
• Compiles reports and processes documents of a moderately complex and confidential nature.
• Prepares and proofreads correspondence, reports and other materials.
• Acts as liaison between the EVP and his/her direct reports, as well as internal and external contacts.
• Responds to issues and tasks involving the administrative functions of the office that do not need to be brought to the attention of the EVP. Handles these situations in a timely and efficient manner.
• Coordinates all paperwork necessary for the EVP to approve. This includes, but not limited to, attendance sheets, travel and expense vouchers, personnel requisitions, performance appraisals, personnel action forms, and authorization payment forms.
• 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 EVP.
Basic Qualifications
• Excellent PC knowledge - Microsoft Word, Outlook, Adobe Acrobat Pro or X (current versions - including conversions, form creation, and security), PowerPoint, and Excel
• Excellent attention to detail and follow-through skills
• Strong organizational and filing skills
• Excellent written, verbal and interpersonal communication skills to assure successful interaction with all levels of employees and external contacts
• Demonstrated ability to effectively and professionally interface with high level executives, clients, business associates, and employees
• Demonstrated ability to manage time wisely, prioritize effectively in a fast-paced environment, meet deadlines, and follow instructions.
• Ability to work effectively in a team environment
• Ability to handle confidential and sensitive information
• Ability to exercise good judgment and personal and professional discretion
• Ability to work with limited supervision
• Must be able to work extended hours and available to minimal travel throughout the year
• A self-starter with ability to anticipate issues and proactively problem-solve
• Proven experience in multi-tasking and working with multiple people and priorities
• Candidates must possess very strong organizational skills and be reliable, extremely detail-oriented, resourceful and able to anticipate needs
• Positive attitude and strong work ethic
Required Education
• High School Diploma
• Bachelor's Degree in a related field
Preferred Qualifications
• 4+ years of executive administrative experience with proven success supporting executives and/or a senior executive team.
• Entertainment industry experience is a plus.