Senior Executive Assistant
Pilgrim Media GroupNorth Hollywood, CA
Full Time Job
Pilgrim Media Group is looking for a Senior Executive Assistant to join our Corporate team. If you are an experienced and driven candidate, with experience to support both the CEO and COO, you could be a great fit. This dynamic and challenging role requires an assertive self-starter with exceptional attention to detail, excellent organization and project management skills, and effective written and verbal communication skills. The ideal candidate will demonstrate emotional maturity, tact, and judgment in anticipating and handling the CEO and COO's needs. This position will also require making administrative decisions and liaising with other executives, business partners and staff on behalf of the CEO. Additionally, this candidate must work well under pressure in a fast-paced environment while maintaining poise, professionalism, and absolute discretion.
General Summary: This position directly supports the Chief Executive Officer (CEO) and the Chief Operating Officer (COO). This position anticipates and handles all of the CEO and COO's needs, makes administrative decisions and liaises with other executives, business partners and staff on behalf of the CEO and COO. Additionally, this position is in a fast-paced environment and requires maintaining unwavering poise, professionalism, and absolute discretion.
Organized and structured approach to work and responsibilities in order to prioritize conflicting needs, proactively and timely handle all matters, and apply appropriate follow-through to ensure successful completion of tasks and projects. Ability to multi-task is key.
Effectively set, track and manage active calendar of appointments, meetings, teleconferences and events, and adeptly handle preparation and execution of all logistics. Act as a gatekeeper in determining daily schedule and creating win-win situations for direct access to CEO and COO's time and office.
Effectively schedule and coordinate travel arrangements, including all logistics (lodging, itineraries, agendas, locations, transportation), and compile travel-related documents.
Accurately review, compile and prepare financial data to assist expense management, including business and personal expense accounts and reconciliation.
Demonstrate efficiency and resourcefulness by reviewing, researching, and routing information, issues, and concerns addressed to CEO and COO, and determine and suggest the appropriate course of action, referral or response to conserve CEO and COO's time.
Exceptional interpersonal and communication skills to effectively interface with staff, executives, departments and business partners in a collaborative manner and execute CEO and COO's directives when appropriate.
Demonstrate high level of professionalism and confidentiality to handle extremely sensitive and/or proprietary information.
Other Duties and Responsibilities:
Exercise discernment in understanding the urgency or nuances of certain issues within the work environment and culture and good judgment in keeping the CEO and COO updated.
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, often with deadline pressures.
Bachelor's Degree preferred.
8-10 years of experience in administrative support for senior leadership or C-Level executives, including heavy calendar and travel scheduling.
2-3 years of supervisory experience in developing and managing entry level administrative staff and implementing standards and systems to promote quality assurance in the administrative department.
Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word).
Solid technical aptitude in using or learning new systems, including computer systems (iOS) and multi-line phone systems.
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 quickly analyze, synthesize and track large amounts of data and information at a time.
Able to closely and visually review small details.
Able to engage in light lifting of no more than 5-10 lbs. unassisted.
Regular office hours from 9:30AM - 6:00PM, but position requires flexibility for special requests or projects that arise outside of normal business hours.
This position routinely uses standard office equipment such as computers, phones, photocopiers, scanners and fax machines.
Pilgrim Media Group is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, age, or other protected characteristics, and will consider for employment qualified applicants with criminal histories, when and as required by law.
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