Executive Assistant to the Chairman
Confidential Via Staffing Firm
New York, NYThis was removed by the employer on 6/26/2018 2:21:00 PM PST
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Full Time Job
POSITION SUMMARY:
This position is ideal for a production or desk or administrative assistant or budding journalist passionate about media, broadcast journalism, digital media and entertainment and looking to gain hands-on exposure to the entertainment, news, media and digital industries through supporting the Chairman of the Company, Stuart Sucherman.
Key Responsibilities:
Executive Coordinator
- Superior ability to keep track of details and be proactive in anticipating the needs of the Chairman
- Superior reception/gatekeeping skills vis a vis Chairman's incoming and outgoing calls
- Assimilation of Chairman's projects, business development activities, thorough review of emails, daily catch-up meetings, reading of daily clips, etc. to be proactive in supporting the Chairman's objectives
- Daily Coordination concerning correspondence, phone calls, meetings, transportation, projects, business development
o Manage and follow-up on all communication (telephone and e-mail) for the Chairman
- Shadow calls and prepare notes (and revisions) on calls as directed by the Chairman
- Follow up with Chairman on content of non-shadowed calls
- Assimilate all correspondence, including e-mails, including regular ''downloads'' to the Chairman on current items
- Proactively direct follow-up on all call notes, emails, etc.
- Coordinate with SG consultants re client calls as designated by the Chairman
- Maintain and distribute daily call sheet per Handbook
o Manage calendar, schedule meetings
- Confirm all appointments and double check locations well in advance
• Provide very specific directions, contacts numbers, etc.
- Ensure the Chairman has all necessary materials for meetings with clients
- Coordination with staff re: meeting materials as necessary
- Manage work related transportation and travel arrangements, including schedule of car service or private driver.
- Daily coordination with CEO's assistant on various business matters and business development
- Provide research assistance as required by Chairman
- Proactively manage Chairman's business development activities, including tracking in Encore
- Coordination of office management with team members/Diligex
o Support cell phones, tablets, computers for the Chairman
- Maintain familiarity with SG client list and key client personnel
- Computer: Working knowledge of Microsoft Word, Outlook, PowerPoint, Visio (org. charts), Encore and the Internet
- Television/Computers/Other Equipment: general operation, maintenance and update (e.g. Skype calls, video conference, etc.)
Personal Assistant
- Coordination with Chairman's wife re daily work and afterwork schedule (including calendaring of family vacations as provided by Chairman's wife)
- Handle the Chairman's personal arrangements as needed including medical appointments and ordering of prescriptions, haircuts, gifting, etc.
- Oversee and execute SG's holiday gift list and presents
Other Related Responsibilities:
- Manage SG files relating to the Chairman
- Keep the Chairman's office and reception area neat
- Order meals, medications, entertainment, etc. as needed
- Logistics for client meetings at SG in coordination with SG Consultant
o Reserve conference room
o Order food and supplies. Be at office for set up and meeting needs
o Production and/or preparation of presentation materials
- Logistics for client meetings-external in coordination with SG Consultant.
o Production and/or preparation of presentation materials
o Produce daily travel itinerary
o Provide him with meeting materials above, as well as necessary client files, pads, pens, etc. and medical supplies
o Coordination of room set up, tent cards, etc.
- Back up of other coordinators - phone, reception, daily clips
- Participate in all team meetings (Search and Consulting)
Qualifications / Proficiencies:
• Exceptional attention to detail;
• Bachelor's degree from a recognized, 4-year college or university; graduation with honors a plus
• A minimum of 2 years of media/entertainment/broadcast news industry and administrative experience
• Must have working knowledge of Microsoft Office, Outlook, Word, Excel and Power point, internet research and social media applications; knowledge of database management. Knowledge of executive recruiting software a plus (Encore)
• Must have excellent written and verbal communication and be comfortable with clerical tasks (e.g., reception duties, phone, data entry, etc.); strong and personable phone presence
• Strong internet research and writing skills, including note taking; shorthand a plus
• Strong organizational and time management skills with proven ability to handle multiple projects simultaneously and set priorities to prioritize (multi-task, research and follow-up on assignments)
• Resourceful, pro-active, able to anticipate the Chairman' needs
• Ability to work well under pressured, high stress environment; work may be very stressful at times.
• Contact may involve dealing with angry or upset people which must be handled calmly and politely at all times.
• Strong interpersonal and relationship building skills and team oriented
• Trust builder with discretion of the highest order; ability to handle confidential information
• Self-starter, collaborator with egoless, agenda-less approach