Executive Assistant

Job Description

Responsibilities
The Executive Assistant is responsible for providing comprehensive assistance and support to the Managing Director. Day-to-day, this role involves many responsibilities you'd associate with a regular EA: organizing meetings and events, coordinating calendars, dealing with correspondence and managing complex travel arrangements. But beyond that, this is the opportunity to be involved with leading figures in the media industry.

This role will also include the preparation of presentations, tracking of key actions required and direct liaison with senior level stakeholders both internally and externally.

Responsibilities
• Plan to orchestrate work to ensure the Managing Directors priorities are met; meet daily with senior executives to review calendar and activities; ensure materials for meetings are received on a timely basis and are relevant, complete, and accurate.
• Coordinate complex scheduling and extensive calendar management as well as management of content and flow of information to the Senior Executive's.
• Accountable for managing, coordinating, and arranging travel and travel-related activities for Managing Director.
• Liaise with all levels of the organization, both US, London HQ and internationally to ensure MD's agendas and priorities are met.
• Prepare and provide senior executives with daily itineraries and related materials.
• Coordinate extensive international and domestic travel.
• Book hotels, arrange transportation, and coordinate meals (i.e., door-to-door logistics).
• Ensure timing of planes, trains, automobiles, meals, and hotels are accurate.
• Consider travel risk/alerts and prepare alternative travel solutions.
• Plan and schedule meetings, conferences, teleconferences including food and beverages.
• Complete expense reports and reconciliations and confirm payments.
• Secure visa or other necessary travel documentation
• Initiate telecommunications and oversee logistics for conference calls and videoconferences
• Develop high quality materials for meetings and other high-level summits (using PowerPoint presentations, Word documents, and Excel spreadsheets)
• Providing administrative support on various projects using tools including Teams, WebEx and Dropbox.
• Taking a lead part in organizing dinners, conferences and offsite meetings for the senior executives
• Ensure all documents and materials submitted to or produced by the senior executives are high quality, error-free, and aligned to organization standards
• Establish and maintain policies and operating procedures for the department; complete action items on behalf of the senior executives, such as completing time-off approvals for his direct reports
• Collaborate with and adjust to senior executives' style, work patterns, and schedule
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Maintain budget documents and prepare department purchase requisitions and vendor invoices
• Order and maintain office supplies and snacks for staff; order phone equipment for new hires and follow-up on equipment requests
• Liaise with Human Resources team for ad hoc projects or events; Town Hall, Engagement Activities, culture events, mandatory company trainings, etc.
• Prepare/Draft Managing Director's team communication as needed.
• May support an additional Leader within the Networks LATAM Senior Management Team.

The responsibilities associated with this position are not limited to the above description and may be modified at any time by the Company.

Qualifications/Requirements
Basic Qualifications:
• Must be fully fluent in English and Spanish (both written and verbal).
• Ability to work in a fast-pasted environment.
• Ability to work effectively in a team environment as well as independently
• Excellent communication skills including written, verbal, listening, and presentation
• Very high level of organizational and time management skills required
• Creative problem-solver; good judgment and analytical skills; political savvy
• Willingness to ask questions rather than just follow directions is required
• Demonstrated ability to deliver consistent, reliable, accurate results
• Highly organized, capable of handling multiple projects and sensitive and/or important issues simultaneously
• Must be self-directed, demonstrate a high level of initiative, able to work independently, demonstrate an impressive work ethic, have a strong personal presentation, and anticipate needs

Eligibility Requirements:
• 3+ years of related experience in executive administrative support, including working with senior staff, managing multi-city and international travel, and working in a professional office environment
• Bachelor's degree required
• Eligibility to work in the USA
• Flexible work schedule
• Bilingual: English/Spanish, both oral and written
• Intermediate to advanced proficiency in all MS Office: Word, PowerPoint, Excel, Outlook required
• Must be willing to work in Miami, FL
• Must be 18 years or older
• Must have unrestricted work authorization to work in the United States
Desired Characteristics
• US Corporation and Entertainment industry experience highly desirable

Jobcode: Reference SBJ-gmkv26-18-223-114-142-42 in your application.