What are we looking for in our Executive Assistant?
Russell Tobin's client, A global international family entertainment and media enterprise is hiring an Executive Assistant to work in New York, NY
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Employment Type: Contract/Onsite
Location: New York, NY
Pay rate: $32-$35.50/hr. DOE
Responsibilities:
Day-to-day responsibilities will include calendaring, completing expense reports, travel planning, and managing internal and external communications. This role will support the content publicity and events team in creating presentation materials, providing project management support, coordinating department-level meetings and events, and collecting weekly updates from the team to share with senior leadership.The ideal candidate should feel comfortable acting as an administrator in a professional setting, maintaining strict confidentiality standards, and representing the department to the broader organization and external stakeholders. They will need to be detail-oriented and organized, with the ability to balance multiple high-priority projects with tight deadlines. They should present as professional, have a positive attitude, and be consistently prepared and responsive. Candidates must be comfortable with computers, general office tasks, and excel at both verbal and written communication.Provide day-to-day administrative support including, but not limited to, the following:
- Manage schedule, calendar and meetings for three leaders across publicity and events and provide real-time scheduling support.
- Schedule and coordinate meetings with all relevant information.
- Handle office tasks, such as generating reports and presentations, and setting up for meetings and events.
- Ability to tactfully manage leaders' time, multi-task and communicate clearly and effectively with all team members.
- Screen and flag important incoming emails to appropriate team members.
- Arrange travel plans including booking flights, cars, and hotel reservations. Ensure all details are communicated to readily accessible to leaders while traveling.
- Preparation and submission of all business-related expenses using Concur/SAP delegate role in a timely manner.
- Regularly correspond with other Sr. level executives' assistants (Chairman, Presidents, EVP's, heads of marketing FX, ABC, etc.) and external and internal partners in a polite and professional manner via phone and email.
- Support work across the Client Content Communications team including sending PR Updates and supporting screening events.
- Handle executive's mail and shipping requests, orders supplies/materials and process invoices (when necessary).
- Other admin projects as assigned.
Required Skills:
- Maintain standards of strict confidentiality with respect to all matters and documents.
- Ability to make independent decisions when handling sensitive and confidential information, while exercising good judgment and discretion when executive is out of the office.
- Extremely detail oriented and organized, with a strong ability to manage multiple high priority projects and appropriately prioritize work.
- Proactively anticipate needs of executive and manage office time efficiently.
- Ability to maintain an efficient office, files, database, and information.
- Professional, friendly, easy-going manner to handle varied personalities, responsibilities, and assignments.
- Ability to multitask and deliver under tight deadlines with a calm, professional manner.
- Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives, as well as business unit contacts and key external partners.
- High-level competency in general administrative skills including answering the phone, filing, etc.
- Knowledge of appropriate software including but not limited to: Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Keynote, Google sheets and documents, and Zoom.
- Ability to work overtime when necessary.
- Team player - willing to work with other assistants and staff at all levels in support of the Marketing and Communications Team, Client Content, and The Client as a whole.
- Positive attitude and the ability to be proactive, resourceful, and flexible.
- Ability to manage 3 execs and their heavy calendars
Requirements:
- Bachelor's degree in Communications, Journalism or related field
Nice to have:
- 1+ years as an executive assistant supporting a Vice President, senior executive and/or equivalent experience.
- Candidate should have a strong passion for television and should be familiar with a variety of industry concepts, practices, and procedures, especially in marketing.
- Experience in the entertainment industry, ideally in publicity or marketing.
- Ability to troubleshoot tech issues as they arise.Overall working knowledge with the SAP and Concur system.
- Project management experience.
- Experience working with talent and staffing events.
Benefits that Russell Tobin offers:
Russell Tobin offers eligible employee's comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.
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Rate/Salary: $32-$35.50/hr. DOE