Description
Executive Assistant urgently needed to come in and support a team within a large media firm. The ideal candidate would have extensive experience support people at Director level.
Key duties:
- Coordinate internal and external meetings for your Director
- Manage your Director's hectic and complex calendar
- Manage your Director's expense reports
- Coordinate both domestic and international travel arrangements for your Director, including the arrangement of visas, accommodation, Internal transfers etc
- Organize space planning and large off-site events
- Attend larger team meetings; coordinate meeting agendas, taking meeting notes & follow up actions
- General office duties as needed
- Build cross-functional relationships between departments
- Work with other admins in the office to plan large social events
- Work with another EA on the team to arrange large events
- Provide admin support to a large team, including arranging events, scheduling meetings & screen phone calls, enquiries and requests, and handle them when appropriate
- meet and greet visitors at all levels of seniority
- deal with incoming email, faxes and post, often corresponding on behalf of the manager
- produce documents, briefing papers, reports and presentations
- organize and attend meetings and ensure your Director is well prepared for meetings
- manage invoicing on behalf of your Director, and the team.
Skills requirements:
- At least 3+ years of Full time administrative experience with Executive members
- Excellent computer skills and comprehension of Outlook
- Incredibly organized and detail-oriented
- Ability to prioritize multiple assignments
- Excellent oral and written communication skills
- Strong scheduling and travel coordination skills
- Knowledgeable about organizing large off-site events for 100+ participants
- Experience with scaling space management and planning to accommodate regular growth amongst teams
- Thrive in a fast-paced atmosphere
- Ability to hit the ground running and take charge of the position
- An understanding of how best to assimilate in a new group
- Must be flexible and able to quickly react to last minute changes
- Constantly searching for new and exciting ways to strengthen team programs
- Be self-directed and take initiative
- Ability to effectively interact with all levels of the organization
- Active knowledge of how to engage team members and managers to make quick and effective transitions
- Proven establishment of solid connections to build successful relationships.