Executive Assistant

Job Description

Responsibilities

Provides high level administrative support to 2, up to three executives and marketing team.
Oversee and manage the office of SVP, Marketing to include coordination of complex calendars, travel, expenses, sensitive communications and online filing. Provide administrative support of the department as needed.

Specific responsibilities include:
• Schedule appointments, maintain and update daily calendars. Use advance planning and proactively flag upcoming meetings/conferences of special concern.
• Ensure executives have the materials and links needed in advance. Call for agendas as needed.
• Research industry news and updates for meeting support
• Meeting support to include information on attendees, research topics and previous email correspondence.
• Coordinate overall team calendar.
• Monitor SVP email, keep apprised of timely issues in fast-changing environment.
• Keep weekly meeting minutes and publish action/follow up steps.
• Respond to internal and external inquiries and provide routine information within scope of authority.
• Provide general administrative support to team as needed such as ordering supplies and general problem solving.
• Maintain e-distribution and all resource lists.
• Keep good relationships with peers, support services and vendors.
• Keep abreast of company policies and key events and communicate with team when needed.
• Process expenses for two executives.
• Assist with special projects (office moves and transitions) and provide general office support to creative and strategy teams.
• Maintain a variety of shared drives accessed by team.
• Be willing to play an ambassador role when requested.
• Schedule, organize and coordinate meetings and facilities, including travel, transportation/hotel arrangements, prepare and distribute materials, agendas, notes, handouts, etc.
• Answer telephones, screen calls, route callers, take messages.
• Arrange presentations and conferences, coordinate equipment needs and refreshments, compile and distribute materials, etc.
• Arrange travel itineraries and prepare travel and expense reports.

Requirements
• Bachelor's degree in related field of study.
• Minimum of five years administrative experience. Media or marketing field preferred.
• Verbal and written communication, extremely strong interpersonal, organizational, prioritization, and administrative skills.
• Proficiency in Mac, Google Apps, Outlook, Word, Excel, and PowerPoint.
• Must have legal right to work in the United States.

Metrics:
• Must have good interpersonal skills
• Must be able to juggle multiple priorities at once
• Extremely detail-oriented and organized
• Must know how to operate independently and proactively

Nearest Major Market: Washington DC

Jobcode: Reference SBJ-gp4eye-18-221-53-209-42 in your application.