Executive Assistant

Job Description

The Job

Under direct supervision, position performs various clerical duties & responsibilities for Vice President, Sales Distribution and Sales Planning.

The Daily

Provide extensive support to VP with daily box office memos for Senior Management, weekly ultimates and monthly rolling forecast process.

Under supervision by VP and Director, performs regular data updates to internal financial system; generate, distribute and file internal reports as directed.

Responsible for organizing and maintaining extensive online file system via Outlook, and shared network directory.

Generates and distributes agenda and informational materials for executive meetings

Performs general administrative duties (answering phones, scanning, faxing, filing, distributing mail, ordering supplies, etc.)

Arranges executive calendar (schedule meetings, coordinate conference room bookings and teleconference dial in, set up audio-visual equipment, etc.)

Maintains extensive executive binders distributed to President, SVP,VP and other key executives.

Inputs data into internal sales system on a daily basis as needed / directed. Assist in monitoring data integrity and running reports for executives and staff.

Compose memos and correspondence for supervisor's review and signature

Coordinates international & domestic travel & hotel accommodations and provides extensive support while VP is traveling

Prepares check requests or expense reports and provides follow through for process

Under supervision of Manager, assist in printing, validating and distributing key materials for yearly Budget Meetings, create picture list for comp titles and maintains extensive Distribution binders distributed to President, and other key executives.

Update and maintain multiple internal group distribution lists for territory correspondence and submissions.

Performs other related duties as directed.

The Essentials

At least 1-3 years secretarial/assistant experience required.

High School diploma or equivalent required

Typing at 50 wpm required.

Proficiency with MS Word, Access & Excel for Windows required.

Proficiency with10-key calculator by sight required.

Must have knowledge of file set-up, maintenance, filing procedures, basic math, spelling, grammar, punctuation, English usage, and report & letter formats.

Must be able to prioritize multiple tasks in a fast-paced environment

Must be extremely detail oriented

Must be a team oriented taking direction from all levels of management.

Must have the ability to communicate effectively and tactfully with persons on all levels, in person and on the telephone.

Must have the ability to work well under time constraints.

​The Nice to Haves

International experience preferred

Knowledge of SAP + GPP eroom also a plus

Knowledge of foreign currency & exchange rates strongly preferred.

Management has the right to add or change duties and job requirements at any time.

Jobcode: Reference SBJ-gx6x3o-18-219-22-169-42 in your application.