Executive Assistant, Music

Job Description

The Job

The Executive Assistant II role manages the day to day administrative activities of the Senior Vice President, North America and Global eCommerce and two additional VPs.

The Daily
• Maintains executive calendar including scheduling and monitoring meetings and mitigating conflicts.
• Composes emails, correspondence, reports, labels, contracts, etc.
• Organizes and consolidates various documents into usable library and/or single PDF documents for easy access.
• Assists leadership team with putting together projects and PowerPoint presentations. Updates presentations in conjunction with executive's direction.
• Makes travel accommodations and arrangements in the most efficient manner available. International and Domestic. Reviews and secures approval for all travel requests.
• Reviews and reconciles all incoming expense and travel reports for accuracy and compliance with corporate policy. Prepares and submits T&E expense reports in a timely manner.
• Coordinates/schedules multiple tours with differing locations for various vendors as needed.
• Handles confidential and sensitive matters on a daily basis.
• Responds to inquiries and referrals for SVP.
• Maintains various files, records, indexes and logs. Creates and maintains schedules, reports and matrixes. Coordinates shipping and mailing on behalf of Leadership Team.
• Helps to organize samples (including folding shirts). Handles and fulfills products requests.
• Greets clients, talent, creative staff and executives.
• Orders supplies and beverages.
• Handles specific projects, assignments and other related duties as directed.

The Essentials
• Minimum five (5) years of administrative experience required.
• High School Diploma required.
• Proficiency in Concur and Microsoft Office software (including MS Outlook, Word, Excel, PowerPoint) required, as well as a demonstrated ability in creating decks.
• Knowledge of digital file set-up, maintenance and sharing procedures required; knowledge of basic math, spelling, grammar, punctuation, and English usage required.
• Must have the ability to quickly learn and master administrative systems.
• 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 organize and schedule work effectively, work well under time constraints, and be able to prioritize.
• Must have strong organizational skills, a strong attention to detail, and understand and act upon written and oral instructions.
• Must be a proactive and diplomatic team player with the ability to maintain confidentiality.

The Nice to Haves
• Previous experience in a media, consumer products, or advertising agency preferred.
• Bachelor's degree preferred.
• Knowledge of WB properties preferred.

Jobcode: Reference SBJ-dywp8k-13-59-61-119-42 in your application.