Executive Admin Assistant

Job Description

The Daily:

Provide administrative support for one or more Vice President in Digital Media Technologies. Performs duties autonomously and of a confidential nature that require comprehensive knowledge of the organizations policies, practices and procedures as well as complete discretion.

The Job:

Answer telephone calls, reply directly to inquiries where appropriate and raise issues to executives attention when necessary.
 Schedule management including determining nature of appointments requests, prioritization and exercises autonomy in executing changes on calendar to accommodate. May exercise discretion to coordinate executives' calendar to optimize time and achieve more efficient exchange of information.
 Meeting preparation including research and compilation of background materials or pre-work. Manage correspondence including review of documents requiring executive signature, prioritizing for sensitivity, and auditing accuracy; manage filing on a regular basis and maintain organization of executives' office space.
 Coordinate and book travel and prepare travel itineraries including resource management to accompany (e.g. collateral, additional staff).
 Schedule and coordinate meetings or events including scouting for space, arranging for catering/refreshments, preparing agenda, managing the creation of or creating collateral, partnering with finance for budget allowance and managing to budget.
 Prepare clear, focused PowerPoint presentations directed to the meeting audience for meeting facilitation as well as instructional.
 Liaison among executives with partnering to on-board employees and contractors as required. This includes set up for space, computer hardware, NT login, security access, badge requests, etc. and assisting in the routing of confidential HR paperwork for signatures.
 Track PTO time for staff including ensuring that forms are filled out and signed. Maintain vacation calendars

The Essentials:

Three years experience in support of an Executive level position. Full competence in the entire MS Office suite. Highly developed organizational and project management skills

Jobcode: Reference SBJ-rb1q3k-3-138-33-178-42 in your application.