C3 Presents - Executive Assistant

Job Description

General Summary

The Executive Assistant provides day-to-day administrative support to two executives: Partner and Chief Operating Officer.

Principle Duties and Responsibilities:
• Maintains daily ''to do'' sheet. Heavy calendar management including scheduling and coordinating meetings, appointments, and obligations
• Coordinates detailed and extensive travel and lodging arrangements
• Manages the phones (screening, fielding, transferring, connecting, conferencing calls) taking and relaying accurate messages
• Handles incoming mail, packages, emails, follow-up correspondence and visitors
• Maintains and organizes partner contacts (new contacts and updates to existing ones)
• Composes letters, memorandums, RFPs, presentation materials, etc. from verbal direction, research information, and/or knowledge of organization policy and procedures
• Completes monthly expense reports
• Organization and maintenance of agreements, contracts, files, binders and partners office
• Attends various meetings as needed, takes minutes or notes, creates agendas or assists with meeting preparation
• Works with other executive assistants to manage partner VIP guest list and mailing address lists for various events, parties and invites
• During festival time duties will include (but are not limited to) working with other executive assistants to coordinate hospitality trailer set-up, maintenance and clean-up throughout entire event. Sets up and maintains onsite working office trailer for partners and assistants. Works with other staff to coordinate festival hotel accommodations and ground transportation for VIPs. Coordinates meetings and keeps track of partner's schedule while onsite. Helps facilitate communication between partners and festival staff, runs various errands
• Researches projects
• Performs other related duties as assigned

Knowledge, Skills and Abilities Required:
• Bachelor's degree recommended
• At least 2 years Executive Assistant experience preferred
• Event production experience preferred
• Motivated self-starter who thrives in a deadline-driven environment and has exceptional follow through skills
• Superior organizational and administrative skills and an innate ability to anticipate needs of the partner
• Excellent written, verbal and interpersonal communication skills
• Ability to be punctual and meet deadlines
• Ability to prioritize and multi-task in a fast-paced environment
• Ability to handle stress and pressure
• Personable, thick skinned, and have a professional appearance and demeanor
• Capable of working with staff within the company and industry associates outside of the company
• Capable of maintaining confidentiality
• Solid computer/database and clerical skills
• Proficient in MS Office products
• Capable of troubleshooting Mac and Apple Devices
• Ability to travel
• Flexibility in work hours and availability, especially during festivals and major projects

C3 Core Competencies:
• Demonstrate integrity in the way you operate in day-to-day business and the way you deal with people
• Communicate effectively with various audiences by organizing and delivering information appropriately and listening actively to others
• Proactively seek solutions to problems. Be enthusiastic and energetic in your approach to your job. Commit to putting in extra effort with a positive attitude.
• Be flexible in handling change, able to juggle multiple demands, and adaptable to new situations with fresh ideas or innovative approaches
• Stay composed, confident, optimistic, and in problem-solving mode when the going gets tough
• Possess the skills needed to perform your job well, paying close attention to detail, accuracy, and completeness

Jobcode: Reference SBJ-g69vkq-18-116-26-90-42 in your application.