Executive Assistant
Virgin Produced
Santa Monica, CAThis was removed by the employer on 6/8/2016 8:48:00 PM PST
Not to worry we have many other jobs on the site;
Browse all jobs
Browse the Assistant and Entry Level Category
Search for Executive Assistant jobs in Santa Monica-CA
Search all Executive Assistant postings
Full Time Job
Virgin Produced, the entertainment arm of Sir Richard Branson's Virgin Group, seeks a highly motivated and proactive full time Executive Assistant to support high-level Business Executives. This position requires an ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
Key Responsibilities:
· Responsible for handling the daily administrative functions for the Executives, including answering their phone lines, office phone lines, answering inquiries and requests for information.
· Manage often-changing daily calendar for Executives with internal and external parties utilizing multiple calendars; coordinate agendas and all arrangements for schedule commitments including preparing documents and presentations.
· Assess and prioritize all issues that require the attention of the Executives and maintains proper recordkeeping and filing system for all work.
· Responsible for completion of the Executive's travel arrangements including flights, lodging, vehicles, business appointments, and special events, etc as well as the arrangements for other accompanying parties.
· Represent the Executive's office with a wide range of contacts, including corporate officers, external executives, talent and board members. Responsible for maintaining accurate contact lists.
· Welcomes executive's guests by greeting them, in-person or on the telephone; answering or directing inquiries in a professional manner.
· Responsible for organizing company wide events a few times a year.
· Prepare expense reports for self and executive.
· Assisting with research and departmental presentation materials as needed.
· Help to manage Company's internship program.
· Assist with office operations as needed.
· Executives do work with other sister companies so must be flexible to assist across multiple industries.
· There will be some personal assistant work required especially with regards to scheduling, coordination and travel arrangements.
Basic Qualifications:
· At least 2 years of experience supporting a senior level executive
· Knowledge of all basic office equipment required
· Proficient on Macs and with Word, Excel and PowerPoint/Keynote a must.
· Experience with Photoshop, Illustrator, and Social Media sites a plus!
· Must be 18 years or older and have a clean driving record.
· Must have unrestricted work authorization to work in the United States
Desired Characteristics:
· Professional verbal and written communication skills
· Initiative - Demonstrate initiative by confidently self-starting improvements to office procedures, reports and processes and requires minimal supervision
· Detailed Oriented - Pays attention to multiple details and multiple tasks while minimizing errors
· Organization - In order to manage multiple tasks effectively, must be organized in approach and execution of work
· Team Player - Demonstrates ability to work on a team and willingness to give assistance to co-workers in other areas
· Confidentiality - Must be able to maintain all aspects of role in company with the utmost confidentially
· Flexibility - Demonstrates experience working in, and a positive attitude toward a rapidly growing business environment
Please note that this is an administrative role and not a creative position. We are looking for a candidate who will fill this role for at least a few years or longer.