Administrative Assistant
Discovery Communications
New York, NYThis was removed by the employer on 5/3/2019 3:30:00 PM PST
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Full Time Job
The Administrative Assistant, based in New York, provides daily operational support for Discovery’s CEO Office, working as part of a close-knit team of three support staff in a dynamic and fast-paced environment.
Responsibilities
• Assist CEO Office Director and Executive Assistant in maintaining CEO's office and personal affairs
• Share CEO office staffing coverage with support team, with an early start to the day and flexibility required
• Share CEO phone coverage (heavy volume) with support team; screen and route calls; respond to internal and external inquiries and provide information within scope of authority
• Review, route and disseminate interoffice and external mail; screen and prioritize incoming mail and ensure timely distribution to the appropriate departments for action/response
• Maintain CEO rolodex, ensuring information is updated on a regular basis
• Maintain CEO office electronic filing system
• Maintain and order CEO office supplies and stationery
• Manage executive gift inventory, including procurement, distribution and record-keeping
• Assist with internal and external meeting preparation, including room reservations, catering and IT/AV needs
• Assist with CEO travel arrangements, restaurant reservations and scheduling as needed, serving as back-up to Director and Executive Assistant
• Prepare monthly expense reports for CEO office, providing sufficient detail for internal audits
• Track and record payments to vendors; process invoices and check requests
• Create and manage event-specific invitation lists, including tracking of RSVPs
• Coordinate IT needs of CEO office
• Take rapid dictation on occasion, utilizing excellent proofreading/editing, grammar and spelling skills; compose emails and other correspondence as appropriate
• Perform other administrative duties in support of CEO office, including daily office and personal errands
• Regularly take on special projects and other duties, as assigned; increasing responsibility as appropriate
Requirements
• Bachelor's degree required
• At least 1-2 years of administrative experience within a fast paced, corporate environment
• Strong organizational, administrative and analytical skills; must be articulate and detail-oriented
• Pro-activity, anticipation of executive needs, and thorough follow-up absolutely required
• Strength in multi-tasking; ability to juggle many fast-paced projects simultaneously and with great accuracy
• Flexibility in accepting new and changing responsibilities, as well as strong personal initiative and resourcefulness; taking ownership of, and accountability for, responsibilities
• Professionalism, maturity, diplomacy, composure and grace under pressure
• Excellent typing skills and ability to take verbal dictation rapidly and accurately
• Excellent written and verbal communications skills, including proficiency in grammar and spelling
• High level of discretion due to exposure to confidential information and high-profile individuals
• Ability to work both independently and as part of a team
• Ability to assess priorities and manage multiple projects under tight deadlines
• Willingness to work flexible hours with occasional overtime
• Strong MS Outlook and MS Office skills, with particular strength in Excel
• Must have the legal right to work in the United States
New York City, New York, NYC, NY