Executive Assistant
Vidcon
Hollywood, CAThis was removed by the employer on 12/6/2019 3:55:00 PM PST
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Full Time Job
Overview and Responsibilities
VidCon continues to expand globally and is adding to its team to navigate launching new events, growing existing events, and integrating into Viacom’s worldwide operations. The Executive Assistant will play an integral role in ensuring the continued, long-term success of the team by serving as the face, internally and externally, of the executive team, providing total administrative support, and managing the day-to-day operations of the VidCon Hollywood office. This role reports to the General Manager and works directly for the GM, VP of Programming, VP of Marketing, and the VP of Operations.
Responsibilities
include but are not limited to:
• Maintaining and managing all executives’ calendars, coordinate internal and external meetings, and serve as point person for meeting requests, meeting logistics, tech needs, and document preparation
• Distribute information and materials to VidCon staff on an as-needed basis
• Advising executives regarding calls, appointments, meetings, and deadlines
• Act as liaison between VidCon and Viacom department assistants and outside vendors/agencies
• Arrange department office supply and equipment ordering
• Provide daily operational management and contact with Facilities, IT Help Desk, A/V and Telecom
• Prepare all executive travel arrangements and process, submit and file T&E reports
• Update and maintain contact sheets and other departmental documents
• Support VidCon team at select events as needed
• Assist in preparing presentations, spreadsheets, and other VidCon documents/materials
• Assist in coordinating joint Viacom Digital Studio (VDS) and VidCon team activities
• Assist in gathering and reporting key data and metrics internally and externally
Basic Qualifications
• Bachelor’s degree in media/related field or equivalent experience
• Prior experience in Digital/Social Media (strong internship experience accepted)
• Strong knowledge of social media platforms
• Proficiency in Outlook, Word, Excel, PowerPoint and internet software
Additional Qualifications
• Proactive, eager, detail and deadline-oriented
• Organizational mindset
• Strong interpersonal and relationship building skills
• Excellent oral, written, interpersonal, and judgement skills with the ability to collaborate with staff, other administrators, external contacts, and senior management.
• Ability to work in a fast-paced environment
• Adaptable and nimble, able to pivot with short notice
• Ability to effectively prioritize and handle multiple tasks from different partners
• Adobe Creative Suite including Photoshop and Premiere experience a strong plus