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Exec. Assistant & Facilities Project Coordinator
Global Eagle Entertainment
Los Angeles, CA
Uh oh, this posting was removed on 10/22/2018 9:07:00 AM PST
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Role Summary:
Our company is growing, and we are in need of a motivated and adaptable individual to collaborate with and support our Executive Leadership Team including Facilities and Legal. The successful candidate will ensure planning and scheduling is streamlined and efficient and handle day-to-day task management. The ideal candidate is organized and a pro-active individual who will also coordinate and assist with global facilities and Legal administration. This exciting role and essential role will contribute to the long-term success of the company.
Key Responsibilities:
Executive Assistant Duties:
Primary role is to provide a wide range of general administrative support to the C-suite
Additional duties will be to support the Facilities and Legal team with general admin tasks related to invoicing, processing of lease renewals, planning and follow up of meetings
The ability to work in multiple time zones requiring flexible but at time non-regular work hours
Good judgment, tact, diplomacy, discretion, and ability to maintain confidences are essential
Exceptional communication, interpersonal, networking, organization, and multitasking skills
Executive presence along with strong research, written and verbal communication
The incumbent must be able to appropriately respond to highly sensitive and confidential situations in person, via telephone or e-mail on behalf of the executive leadership team to individuals at all levels
The successful candidate will be able to collaborate with others on deadline-driven assignments
Emotional intelligence and ability to establish strong and trusting relationships
Detail-oriented organizational and process management skills to manage a wide range of incoming requests and responsibilities
Proven ability to thrive in a fast-paced environment, with high tolerance for ambiguity and complexity
Ability to juggle priorities and autonomously manage time
High energy, strong work ethic, disciplined execution skills, willingness to do whatever it takes to deliver results
Manage executive calendars (Webex/Conference Meeting) and ensure deadlines are being met
Oversee travel plans and logistics for executives
Complete and maintain expense reports
Other duties as assigned:
Project Coordinator Duties:
Assist the Facilities Team in all aspects of global project management administration, tracking and implementation
Under the supervision of the Leadership Team will coordinate with outside contractors including contracted service vendors maintaining records and contracts, coordinating project activities, and providing scheduling support
The ideal candidate will have a project management background with the ability to assist in planning , organizing, tracking and communicating with key stakeholders and team members
Assist with project documentation as needed for commercial facility planning, project implementation, and project closeout
Coordinate global reporting needs by project and create and distribute as required
Provides support for the global facility and vendor management process by engaging and coordinating with vendors and proactively identifying, reporting, and helping facilitate resolution for issues or repairs in coordination with other team members as applicable
Utilizes the Facility Management Software System to track leases, vendor contracts and equipment warranties and provide timely facilities project reports for the team
Assist with current and future commercial facility planning, office work space allocation tracking and project management timelines
Qualifications/Experience:
The ideal candidate will possess the following knowledge, experience, and skill-set:
Skills/Interests:
7+ years' experience in working with senior leadership/executive level roles
Bachelor's Degree in Business Management or related field
Construction or facilities background is a plus
Facility Software Management software experience is a plus
Expertise with Microsoft Office Suite - Outlook, Word, PowerPoint and Excel
Microsoft Office Projects is desired
Excellent oral and written communication skills
Strong interpersonal skills and a knack for productive collaboration across varying departments
Detail oriented and data driven
Impeccable time management and multi-tasking skills
Business minded and strategic planner
A natural and confident individual
Self-motivated and self sufficient
An energetic person with a positive attitude and a go-getter drive
Physical Demands:
The physical demands described here are representative of those that must-be met by an employee to successfully perform the essential functions of this job
While performing the duties of this job, the mobility for the employee regularly requires sitting, frequent near vision use for reading and computer, lifting, stooping, bending, stretching, walking, standing, pushing, pulling, reaching and other physical exertion
The employee is regularly required to talk and hear
Lifting and/or carrying of up to 25 lbs
Performance Factors:
Attendance and Dependability: The employee can be depended on to report to work at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments
Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Company
Relationships with Others: The employee works effectively and relates well with others Including superiors, colleagues, and individuals inside and outside the Company
Please note : Only shortlisted candidates will be contacted.
Don't worry we have a lot of jobs on the site like this one;
Browse all jobs
Browse the Assistant and Entry Level Category
Browse the Studio Facilities/Equipment Category
Search for Exec. Assistant & Facilities Project Coordinator jobs in Los Angeles-CA
Role Summary:
Our company is growing, and we are in need of a motivated and adaptable individual to collaborate with and support our Executive Leadership Team including Facilities and Legal. The successful candidate will ensure planning and scheduling is streamlined and efficient and handle day-to-day task management. The ideal candidate is organized and a pro-active individual who will also coordinate and assist with global facilities and Legal administration. This exciting role and essential role will contribute to the long-term success of the company.
Key Responsibilities:
Executive Assistant Duties:
Primary role is to provide a wide range of general administrative support to the C-suite
Additional duties will be to support the Facilities and Legal team with general admin tasks related to invoicing, processing of lease renewals, planning and follow up of meetings
The ability to work in multiple time zones requiring flexible but at time non-regular work hours
Good judgment, tact, diplomacy, discretion, and ability to maintain confidences are essential
Exceptional communication, interpersonal, networking, organization, and multitasking skills
Executive presence along with strong research, written and verbal communication
The incumbent must be able to appropriately respond to highly sensitive and confidential situations in person, via telephone or e-mail on behalf of the executive leadership team to individuals at all levels
The successful candidate will be able to collaborate with others on deadline-driven assignments
Emotional intelligence and ability to establish strong and trusting relationships
Detail-oriented organizational and process management skills to manage a wide range of incoming requests and responsibilities
Proven ability to thrive in a fast-paced environment, with high tolerance for ambiguity and complexity
Ability to juggle priorities and autonomously manage time
High energy, strong work ethic, disciplined execution skills, willingness to do whatever it takes to deliver results
Manage executive calendars (Webex/Conference Meeting) and ensure deadlines are being met
Oversee travel plans and logistics for executives
Complete and maintain expense reports
Other duties as assigned:
Project Coordinator Duties:
Assist the Facilities Team in all aspects of global project management administration, tracking and implementation
Under the supervision of the Leadership Team will coordinate with outside contractors including contracted service vendors maintaining records and contracts, coordinating project activities, and providing scheduling support
The ideal candidate will have a project management background with the ability to assist in planning , organizing, tracking and communicating with key stakeholders and team members
Assist with project documentation as needed for commercial facility planning, project implementation, and project closeout
Coordinate global reporting needs by project and create and distribute as required
Provides support for the global facility and vendor management process by engaging and coordinating with vendors and proactively identifying, reporting, and helping facilitate resolution for issues or repairs in coordination with other team members as applicable
Utilizes the Facility Management Software System to track leases, vendor contracts and equipment warranties and provide timely facilities project reports for the team
Assist with current and future commercial facility planning, office work space allocation tracking and project management timelines
Qualifications/Experience:
The ideal candidate will possess the following knowledge, experience, and skill-set:
Skills/Interests:
7+ years' experience in working with senior leadership/executive level roles
Bachelor's Degree in Business Management or related field
Construction or facilities background is a plus
Facility Software Management software experience is a plus
Expertise with Microsoft Office Suite - Outlook, Word, PowerPoint and Excel
Microsoft Office Projects is desired
Excellent oral and written communication skills
Strong interpersonal skills and a knack for productive collaboration across varying departments
Detail oriented and data driven
Impeccable time management and multi-tasking skills
Business minded and strategic planner
A natural and confident individual
Self-motivated and self sufficient
An energetic person with a positive attitude and a go-getter drive
Physical Demands:
The physical demands described here are representative of those that must-be met by an employee to successfully perform the essential functions of this job
While performing the duties of this job, the mobility for the employee regularly requires sitting, frequent near vision use for reading and computer, lifting, stooping, bending, stretching, walking, standing, pushing, pulling, reaching and other physical exertion
The employee is regularly required to talk and hear
Lifting and/or carrying of up to 25 lbs
Performance Factors:
Attendance and Dependability: The employee can be depended on to report to work at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments
Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Company
Relationships with Others: The employee works effectively and relates well with others Including superiors, colleagues, and individuals inside and outside the Company
Please note : Only shortlisted candidates will be contacted.
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