Executive Assistant
Virgin Produced
Playa Vista, CAThis was removed by the employer on 5/12/2017 11:00:00 AM PST
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Full Time Job
Virgin Produced seeks a highly motivated and proactive full time corporate Executive Assistant (not creative) to support a high-level Executive. 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 Executive, including answering their phone lines, office phone lines, answering inquiries and requests for information.
· Manage often-changing daily calendar for Executive 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 Executive 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 tracking and coordinating office operations under Executive's direction including asset tracking, purchasing, website updates and managing mailing lists.
· 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 including tracking paperwork and monitoring email.
· Executives do work with other partner companies so must be flexible to assist across multiple industries.
· There will be personal assistant work required especially with regards to scheduling, coordination and travel arrangements.
Basic Qualifications:
· At least 3 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