Job Description
Responsibilities
The Executive Assistant to the General Managers is responsible for providing comprehensive support to the GMs, the Executive Team and managing the GM office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This role will also include the preparations of important presentations, tracking of key action items and direct liaison with senior level stakeholders internally and externally.
RESPONSIBILITIES
• Serve as the primary point of contact for internal and external clients on all matters pertaining to the GMs, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect GMs style and organization policy.
• Provide sophisticated calendar management for GMs. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Work closely with the GMs to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a ''barometer,'' having a sense for the issues taking place in the environment and keeping the GMs updated. Anticipate GM needs in advance of meetings, conferences, etc.
• Maintain open communications with the senior leadership team, including meeting regularly with Department Heads and providing information and documents as needed or requested.
• Provide ''gatekeeper'' and ''gateway'' role, providing a bridge for smooth communication between the GMs and staff, demonstrating leadership to maintain credibility, trust, and support with the Leadership Team.
• Complete a broad variety of administrative tasks that facilitate the GMs ability to effectively lead the organization
• Completion and submission of all expenses through the Concur system and ensuring timely settlement of Corporate Credit Cards.
• Coordinate all Senior Leadership Team meetings and assist with staff meetings and events as needed.
• Attend meetings as needed to take meeting minutes
• Manage incoming correspondence, including emails and telephone queries, and answering where appropriate.
• Invest in building long-lasting relationships both externally and internally.
• Other projects/duties as assigned for the overall benefit of the organization.
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:
• High School Diploma/GED Required; Bachelor's degree preferred.
• At least 2 years of administrative experience.
• Advanced computer literacy in Mac & PC operating systems, Microsoft Office products, Apple devices, virtual meeting platforms such as Microsoft Teams, as well as being familiar with the internet for research purposes.
• Bilingual (Spanish) a plus
Eligibility Requirements:
• Interested candidates must submit a resume/CV online to be considered.
• Must be willing to work in Universal City, CA.
• Must have unrestricted work authorization to work in the United States.
Desired Characteristics
• 5 years of Executive Assistant experience.
• Experience in supporting Senior Management in Media Business preferred.
• Strong sense of initiative with the ability to multitask, and anticipate executive needs, using a proactive and energetic style.
• Professional and confident style in dealing with all levels of staff (including senior management) and 3rd parties.
• Must have excellent communication skills including report/letter writing and excellent telephone manner.
• Resilient and Resourceful - must be able to work effectively with the minimum of supervision.
• Ability to research and source ad-hoc information independently.
• Excellent attention to detail, and the ability to deliver as promised.
• Excellent Microsoft office skills (Excel & PowerPoint in particular) are essential.
• Can do attitude, positive, honest, reliable, and energizing.
• Ability to work with confidential and sensitive information in a discrete manner.
Must be open to working a flexible schedule that may require overtime or be amended to suit business needs.
Jobcode: Reference SBJ-r19bj0-3-238-233-189-42 in your application.