Executive Assistant
Confidential
North Hollywood, CAThis was removed by the employer on 2/28/2019 4:07:00 PM PST
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Full Time Job
A leading Entertainment Production Company is seeking an Executive Assistant to assist C-Suite executive and other executives. The ideal candidate is a person with superb organizational skills, an eye for detail, and excellent written and verbal communication skills. It is important for this person to be able to anticipate the needs of the executives, confidently multi-task, and prioritize under pressure in a fast-paced environment. Driven self-starters will thrive in this role. This person should feel comfortable interacting with various executives and high-level personnel; and should feel confident acting as a liaison between executives. This position will interact with multiple departments within the company, so being a team player is crucial. Assistants work in a closely-knit team and must be committed to having teammates' backs at all times.If you wish to apply, please include a cover letter and resume in PDF format.
This position provides administrative support to a team of executives, and will be responsible for fielding and rolling phone calls, calendaring deadlines, maintaining daily scheduling, setting internal and external meetings, preparing and submitting expense reports, and corresponding with business and industry partners.
Essential Functions:
• Able to understand and carry out oral and written instructions, and effectively prioritize and handle multiple tasks and competing demands.
• Able to communicate clearly and effectively in English, both orally and in writing, with a solid working knowledge of correct grammar, punctuation, and spelling.
• Exceptional interpersonal and communication skills to effectively interface with staff, executives, departments and business partners in a collaborative, patient and tactful manner.
• Adeptly handle multiple schedules, including coordinating internally and externally travel arrangements and meetings.
• Accurately set and track appointments, pitches, and screenings for team of executives.
• Accurately prepare and handle financial data, including business and personal expense reimbursements, accounting and reconciliation.
• Demonstrate appropriate preparation and follow through by anticipating needs of executives and timely responding to correspondence or follow up tasks from or on behalf of executives.
• Demonstrate high level of professionalism, discretion and confidentiality to handle sensitive information.
• Regular and timely in-person attendance to physical workplace.
Other Duties & Responsibilities:
• Answer, screen and respond to a large volume of telephone calls and email.
• Able to easily handle a large volume of calls and emails with a pleasant and professional phone demeanor and service-oriented mentality.
• Reliable performance and prompt execution of multiple tasks.
• Assist other Executive Assistants as needed and handle other responsibilities as may be assigned by executives.
Qualifications:
• High school diploma required.
• 1-3 years of work experience in administrative support.
• Must be proficient in Microsoft Office (Excel, PowerPoint, Word).
• Must be proficient in the Macintosh Operating systems.
• Must be able to handle a busy multi-line phone operating system.
Physical Demands:
• Appropriately handle stress, respond to time-sensitive deadlines, and maintain overall composure despite conflicting priorities and changing needs.
• Sedentary role that may involve the ability to sit or stand for long periods of time.
• Able to write, talk and hear effectively in order to engage in quick and accurate communications with multiple individuals via email, in-person meetings, and telephone.
• Able to closely and visually review small details to edit correspondence with accuracy.
• Able to engage in light lifting of no more than 5-10 lbs. unassisted.
Work Environment:
• Regular office hours from 9:30 am - 6:00 pm.
• This position routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.