Executive Administrative Assistant

This is a Full Time Job

The Administrative Assistant is responsible for managing schedules, coordinating meetings and handling travel arrangements for 3 SVPs and 1 VP in Brand/Franchise Marketing. This role will also include leading meeting logistics and tracking of key actions required.

Essential Responsibilities
• Manages complex scheduling for meeting heavy executives; specifically coordinates meetings with internal and external parties utilizing multiple calendars, often balancing strict demands of studio heads and shifting priorities while anticipating problems and conflicts in advance
• Supports executives with managing their meetings of the day/week ahead, meeting planning, agenda prepping with excellent follow up and problem-solving skills
• Compiles meeting agendas for weekly team meetings as well as other key meetings
• Coordinates travel schedules and arrangements, collects required travel documentation
• Establishes and maintains positive relationships with internal and important external clients
• Prepares and processes P-card and expense reports in accordance with established divisional travel policy guidelines; Ensures the timely processing of expenses utilizing the latest electronic processes for payment to corporate credit card
• Proactively manages meetings and presentation logistics (in person, hybrid or virtual)
• Maintains proper record keeping and filing system for all work
• Composes and types routine e-mail correspondence in a timely manner

Qualifications
• 1 year of experience supporting an executive
• Proficient in Microsoft Word, Excel, PowerPoint, Keynote and Photoshop

Desired Characteristics
• High degree of professionalism and the ability to interface well with Senior Level management
• Bachelor's degree
• Strong attention to detail & assertive communication skills
• Strong organizational, interpersonal and communications skills
• Self-motivator with proactive attitude and detail orientation
• Adept at working in a fast-paced environment with the ability to multi-task
• Capable of building and maintaining strong work relationships and work effectively across multiple divisions/departments
• Ability to work independently and show a very strong sense of initiative and intuition
• An expert communicator with the ability to communicate with all levels especially senior executives – able to follow up on meeting action points and communicate these to necessary parties
• Demonstrates initiative by confidently self-starting improvements to office procedures, reports and processes and requires minimal supervision
• Pays attention to multiple details and multiple tasks while minimizing errors
• Demonstrates ability to work on a team and willingness to give assistance to co-workers in other areas
• Must be able to maintain department business with the utmost confidentiality
• Demonstrates experience working in, and a positive attitude toward, a rapidly changing business environment
• Excellent organizational, analytical and administrative skills, together with developed interpersonal skills, telephone manner and attention to detail

Additional Requirements:
• Hybrid: This position currently has a hybrid schedule, which requires contributing from the office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.