Executive Assistant, Business & Legal Affairs
ViacomCBS
New York, NYThis was removed by the employer on 9/14/2021 3:00:00 PM PST
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Full Time Job
We are looking for an Executive Assistant to the head of Business & Legal Affairs for ViacomCBS Cable Brands and ViacomCBS acquisitions!
Responsibilities:
• Scheduling meetings; answering and screening telephone calls; coordinating internal and external meetings; processing T&E reports; ordering supplies and arranging office services; coordinating travel arrangements; and performing administrative errands.
• Word processing; tracking and administering the execution of agreements; scanning and profiling agreements into document database; emailing, photocopying, faxing and mailing agreements, letters, cover sheets and other documentation; preparing and updating documentation and reports; preparing routine and complex correspondence; handling internal and external document distributions; and proactively maintaining status reports/calendars.
• Assisting in planning of department events; scheduling & booking conference rooms; and responding to facility issues. Will be responsible for updating and revising business and internal contacts on a continuous basis.
• Organizing and maintaining records and files for centralized legal filing system and individual attorneys' office files.
• Initiating communications internally and externally, via telephone and e-mails to effectuate processing of agreements and other types of client service. Will work closely with attorneys to facilitate client requests from start to finish. Must understand deadlines, issues, etc. and effectively communicate with team attorneys. This person will be responsible for communicating across VMN's Business & Legal Affairs Department as well as to others in various departments and all levels within VMN, including senior executives.
• Must be able to understand and quickly execute assignments and independently follow through on multiple tasks. Quick turnaround time on most assignments required.
• Must have the flexibility to work overtime as needed.
Basic Qualifications:
• Minimum 5 years of experience required; law firm experience preferred
Additional Qualifications:
• Bachelor's Degree or other undergraduate degree preferred
• High proficiency in MS Office.
• High proficiency in video conferencing (e.g. Zoom, Teams, etc.)
• Exceptional oral and written communication skills including maintaining composure and a professional demeanor while calmly and efficiently handling a large volume of phone calls and paperwork.
• Display tremendous attention to detail including exceptional proofreading skills.
• Exceptional organizational skills with ability to multitask, properly prioritize and meet deadlines.
• Highly motivated and resourceful self-starter with excellent follow-through skills.
• Proven ability to maintain positive attitude and work collaboratively in a demanding and fast paced environment.
• Ability to maintain confidentiality.
• Ability to anticipate and properly resolve administrative issues/problems without relying on senior executives input or direction, understanding when senior executive input/direction is appropriate and/or required.