Executive Assistant/Search Coordinator
Sucherman Group
Encino, CAThis was removed by the employer on 2/15/2022 9:53:00 AM PST
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Full Time Job
Job Description: Executive Assistant/Search Coordinator
POSITION SUMMARY: Must be LA Based - able to commute to office in Encino, CA in hybrid situation
This position is ideal for a desk or administrative/executive assistant passionate about media, broadcast journalism, digital media, sports and entertainment and looking to gain hands-on exposure to these industries by working directly for the Managing Director, Executive Search, as well as serving as a coordinator for the Executive Search practice. Also ideal for career Administrative Assistant who wants learn more about media companies and how they staff their executive teams.
Key Responsibilities:
Executive Assistant to Rich Tackenberg, MD Executive Search
- Daily Coordination concerning correspondence, tracking action items, phone calls, meetings, projects, business development, etc.
o Manage and follow-up on all communication (telephone and e-mail) for the MD
- Shadow select calls and prepare notes (and revisions) on calls as directed by the MD
- Follow up with MD on content of non-shadowed calls
- Proactively follow up on all call notes, emails, etc.
- Coordinate with SG consultants re client calls as designated by the CEO
o Manage calendar, schedule meetings
- Schedule and confirm calls, meetings and video conferences
- Provide research and organize materials for meetings
- Superior ability to keep track of details and being proactive
- Ensure the MD has all necessary materials for meetings with clients
- Managing/scheduling MD's Business Development function
Search Coordinator:
- Assist Search team in coordinating all administrative tasks related to ongoing searches and research projects
- Liaise with high-level clients and candidates to schedule meetings and interviews
- Heavy data entry, database upkeep and organization of collected information
- Daily maintenance and updating search database
- Through Word, Excel, Google Docs/Sheets and other cloud software, create reports, presentations and effective layout of information for internal and external use
- Use public and subscription online resources and trade publications to gather research and market intelligence
- Proactive research on industry trends to inform Search activities
- Light office management, including reception, mail, and stocking of kitchen and office supplies when LA office reopens
- The job may require handling/scheduling some personal travel arrangements and meetings
Other Coordination Activities:
- Phone reception responsibilities
- Coordination with Chairman's and CEO's assistants and staff consultants on various search and consulting matters and business development
- Provide research assistance
- Maintain familiarity with SG client list and key client personnel
- Computers/Other Equipment: general operation, maintenance and update (e.g. Skype and Zoom calls, video conference, etc.)
Qualifications / Proficiencies:
• Bachelor's degree from a recognized, 4-year college or university; graduation with honors a plus
• Passion for of media/entertainment/broadcast news industry and administrative experience
• Exceptional attention to detail
• Must have strong knowledge of Microsoft Office, Outlook, Word, Excel and Powerpoint
• Must be adept and self-starting in learning to effectively use online software, databases and mobile apps internet research and social media applications; knowledge of database management.
• Ability to take initiative on management functions
• Strong internet research and writing skills, including note taking
• Exceptional organizational and time management skills with proven ability to handle multiple projects simultaneously and set priorities to prioritize (multi-task, research and follow-up on assignments)
• Must have excellent written and verbal communication and be comfortable with clerical tasks (e.g., reception duties, phone, data entry, etc.); strong and personable phone presence
• Resourceful, pro-active, able to anticipate
• Ability to work well under pressured, high stress and shifting environment; work may be stressful at times.
• Strong interpersonal and relationship building skills and team oriented
• Trust builder with discretion of the highest order; ability to handle confidential information
• Self-starter, collaborator with egoless, agenda-less approach
• Must work with sense of immediacy and urgency.
Physical and Other Requirements:
• Required to work either in the Los Angeles office (based in Encino, CA) or in hybrid environment (remotely from home office (e.g., wifi access, etc.) and at times in the LA office)
• Required hand dexterity for office machine operation, mobility to complete errands, and sitting for extended periods of time.
• Required to hear calls for shadowing through a headset and type accurately
• Required to read from a computer screen and various small print documents.
Sucherman Group is an equal opportunity employer that does not discriminate against any employee or applicant because of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or any other basis protected by law. Employment at Sucherman Group is based solely on a person's merit and qualifications.
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