Executive Administrative Assistant

Who are we hiring?

The Executive Administrative Assistant is responsible for performing administrative duties of advanced degrees of complexity for the Executive Vice President Sphere Sales and Service. These functions include managing correspondence which is often of a confidential nature, preparing research, screening incoming phone calls and mail, communication on behalf of the EVP, and acting as the "gatekeeper;" as well as handling more complicated special projects such as designing and preparing presentations, coordination of complex meetings or travel. In keeping with these duties, The EA will be required to develop an acute understanding of the EVP’s work style, requirements, and preferences, and to utilize this understanding to manage the EVP’s calendars.  The EA is expected to accept the delegation of less consequential executive tasks, to perform those tasks with minimal disruption to the EVP, to actively listen and resolve problems, and to anticipate and meet the challenges of a fast-paced environment. In summary, the EA is expected to conform to the highest standards of performance, dependability, and professionalism. 

What will you do?

• Coordinate and arrange Executive’s meetings and schedules in an always shifting schedule.

• Manage schedules and workdays across east and west coast offices.

• Monitor travel schedule and adjust when needed.

• Prepare and distribute meeting agendas and take and distribute meeting notes.

• Work collaboratively and efficiently with the other Executive and Administrative Assistants to ensure all team members have the necessary information.

• Anticipate all contingencies and be strategic in prioritizing tasks undertaken. 

• Work as part of a high touch team by providing regular communication and fostering a high level of collaboration, teamwork and cooperation. 

• Carry out regular and continual review of emails, phone calls, and other forms of correspondence and then identify the appropriate follow up action.  

• Coordinates all paperwork necessary for the Executives to approve. This may include, but is not limited to: travel and expenses, personnel requisitions, performance appraisals, personnel action forms (PAF) and authorization payment forms (APF). Follows up with other departments to ensure that requests are carried out and activities are coordinated.

• Prepare comprehensive travel itineraries and contact lists specific to each trip and orchestrate all necessary arrangements. 

• Manage sensitive, highly confidential, and proprietary information with discretion and the utmost level of confidentiality. 

• This individual will need to be available outside of normal business hours to accommodate required schedules.

What do you need to succeed?

• Candidates must have a minimum of 5+ years hands on experience expediting projects in support of a Senior executive in a complex organization, preferably within the software development or entertainment industries. 

• Candidates should be well-organized and detail-oriented with the ability to multi-task with a track record as a strategic thinker capable of foreseeing impact of simultaneous projects.

• Experience managing a highly changeable calendar with extreme tact and diplomacy.

• Demonstrated ability to quickly learn the organizational structure and the objectives of the team as well as dealing with complexity and ambiguity within a large, matrixed organization.

• Able to always maintain confidentiality and professionalism.

• Strong judgment, decision making, time management, and prioritizing skills.  

• Must be energetic, positive, outgoing, and resourceful.

• Highly proficient in Microsoft Outlook, Excel, Word and PowerPoint.

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