Executive Assistant
Smuggler
New York, NYThis was removed by the employer on 5/29/2019 10:24:00 AM PST
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Full Time Job
JOB SUMMARY
The Executive Assistant position is an administrative role that requires consistent attention to detail and the ability to multi-task in a fast-paced, time-sensitive environment.
SAMPLE OF RESPONSIBILITIES
Handle all meeting and calendar scheduling; arrange and coordinate appointments
Answer incoming calls, field requests, maintain call logs, Print and distribute relevant documents and correspondence
Maintain and keep office organized
Prioritize day-to-day and long-term tasks and deadlines in a constantly changing environment
Maintain ongoing relationships with Directors, clients, partners, vendors, and investors
Aid in Executive's time management to ensure his tasks are handled; anticipate needs to avoid time wasted
Respond to requests for information from clients, staff and other employees
Conduct research and information gathering for meetings and presentations
Provide in-depth coverage on reading materials such as books, scripts, and plays
Greet and escort guests to conference rooms; ensure proper set-up in advance
Manage travel arrangements including flights, transportation, accommodations, meeting schedules, restaurant reservations
Maintain personal information (including family information); carry out personal errands and ad-hoc projects as needed
Keep up-to-date on trendy restaurants and new venues for dinners and events
Support social media (Facebook, Twitter, Instagram, Medium) and company newsletters
Keep abreast of upcoming company and industry events and make necessary arrangements prior to the event
Support awards and festival submissions
Manage expense reports and provide other administrative support as needed
REQUIRED KNOWLEDGE AND SKILLS
Bachelor's degree
At least two years of administrative experience
Proficiency in Pages, PowerPoint, Excel, Word, Google Drive, Google Docs, Apple software and hardware (i.e. iCal, Mail, iPhone, iMac, etc.)
Excellent verbal and written communication skills, grammar, and spelling
Critical thinking, ability to communicate accurately, organizational and planning skills, attention to detail, results-oriented, able to anticipate, take initiative, multi-task
Poised and polished; can interact comfortably with c-suite, celebrity, high-level media; can demonstrate discretion and the utmost respect for confidentiality
Composed and calm demeanor in a high pressure, deadline-oriented environment
Willing and available to work overtime
Team player with demonstrated ability to work effectively with cross-functional teams
Ability to recommend hotels, restaurants and venues
Perform well under pressure
PREFERRED KNOWLEDGE AND SKILLS
Prior administrative experience within the entertainment industry
Awareness of interesting events, pop culture, and social media
Possess taste and point of view about the industry, and ability to engage in thoughtful discussion about creative topics relating to the company and its ongoing projects
Experience with Adobe Creative Suite
RELEVANT EXPERIENCE
Executive Assistant experience
Production experience
Event planning
COMMON ISSUES ADDRESSED IN THE POSITION
Predicting and identify scheduling conflicts and adjust (with little notice)
Juggling visits and calls by multiple people at the same time, acting as gatekeeper during busy times
Changing travel arrangements at the last minute
Dealing with unexpected requests or situations, both professional and personal