Executive Assistant to CEO
Visual Data Media Services
Burbank, CAThis was removed by the employer on 12/29/2016 8:47:00 AM PST
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Full Time Job
Executive Assistant to CEO & VP of Client Services
• Calendar/confirm appointment management
• Maintain contacts, add as needed
• Screen inbound office phone calls
• Personal Requests (medical, home, travel, car, lunches)
• Management & Home staff time cards/time off requests
• Motivate submittal and prepare Executive Summary weekly reminders and reports for the Client Services and Operational depts. For both LA and UK offices.
• Mail/Filing
• Assist with all reports and analysis as needed
• Miscellaneous requests as needed
• Personal/ Family business requests
• Work with accounting to coordinate wire approvals and check signings.
• Book and organize both personal and business travel
• Track projects and ''open loops'' for CEO- set reminders, follow emails and to do's.
• Coordinate/Register annual conferences
• Set Board of Director Meetings - organize/motivate/create agendas, formal reminders and finalized minutes for approval.
• Cost track, cut checks and motivate payments for construction
VP Client Services Assistant Responsibilities
• Forecast report (monthly) - complete and send out to each individual sales rep upon approval
• Trailing report (monthly) - complete and send out to each individual sales rep upon approval
• Assist with appointment scheduling, client meetings
• Schedule sales lunches and events, charity events as needed
• Schedule all sales travel and accommodations as needed
• Misc. duties as requested by VP Client Services
• Coordinate events for all sales and appropriate operations people flights.
Other Job Responsibilities
• Credit card report and receipts for Accounting as well as mileage
• Help plan/coordinate employee party (holiday party, summer etc)
• Coordinate/track/schedule monthly budget meetings
• Coordinate Holiday gifting to clients (wreaths/candies)
• Book flight/hotel coordinate to India office
• Complete, coordinate, send and track visas as necessary for travel
• Track travel costs, and survey hotel folios for employees to make sure the costs are authorized
• Main contact/liaison with management company for Chatsworth building
• Main contact/liaison with Magnolia tenants
• Other Tasks as assigned
Job Requirements and Skills
We are looking for a resourceful self-starter and quick study that is able to proactively anticipate executive's business needs. Ability to effectively manage multiple and constantly changing priorities with flexibility and composure. Ability to maintain a high level of confidentiality and professionalism.
Bachelor's Degree preferred and 3-4 years of administrative experience reporting to C-Level executive. Exceptional communication skills (oral and written expression), time management, problem solving and planning skills a must.
Proficient in Word and Excel.
This is an hourly, non-exempt role with the expectation of overtime work.
Please Submit a Salary History and Expectation with your Resume