Executive Assistant
7 days ago
THE OPPORTUNITY:
We are looking for a seasoned Sr. Coordinator to support the VP, Strategic Alliances and Brand Partnerships in El Segundo, CA. The main duties include scheduling meetings, making travel arrangements, organizing daily calendars assisting with project planning, tracking progress and ensuring deadlines are met. The Sr. Coordinator will support the Strategic Alliances and Brand Partnerships teams, necessitating an assistant who can manage multiple calendars and high impact priorities and requests. To be successful in this role, you should be extremely polished and professional, proactive, meet deadlines and communicate proactively and effectively. Our ideal candidate has previous experience as a Sr. Coordinator and has proficiency in technology (Microsoft Office Suite, and other relevant software) and strong communication skills.
Ultimately, you should be able to identify and address the needs of senior leaders and perform the following responsibilities to ensure our company’s workflow runs smoothly.
WHAT YOUR IMPACT WILL BE:
• Coordinate daily calendar of VP and maintain team calendar of events; manage schedules with external partners and cross functional partners in various time zones
• Drive meeting agendas and recap/next steps for Staff Meetings
• Assist VP with creation of Power Point decks for internal and external presentations.
• Drive Town Hall meeting planning, agendas and cross functional coordination inclusive of meeting logistics
• Effective verbal and written communication to interact with clients, staff and external stakeholders
• Manage travel logistics inclusive of travel arrangements including air, hotel, ground transportation for VP
• Facilitate internal team communications (e.g. craft, distribute information and respond to questions and actions, as needed)
• Identify efficient ways to run the department and ‘virtual office’; troubleshoot malfunctions and barriers to support the broader team
• Manager purchase orders and invoices for agency expenses and assist with budget tracking and reconciliation
• Complete and submit expense reports for VP and Directors
• Handle multiple tasks and projects, with the ability to grow as a project management professional
• Assist broader team when necessary
Qualifications
WHAT WE'RE LOOKING FOR:
• 5+ years administrative experience supporting at senior levels
• Must have an extremely high attention to detail and sense of urgency
• Proficiency in Microsoft Outlook, Excel and PowerPoint
• Ability to positively build and maintain relationships across organization
• Be trusted and loyal partner; able to handle confidential and sensitive information
• Ability to deal with and handle changing schedules quickly and efficiently
• Demonstrated ability to work as a team player
• Demonstrated excellent communications skills, both written and oral
• Demonstrated excellent organizational skills with an ability to think proactively and prioritize work
• The desire and commitment to take on increasingly greater levels of responsibility
• Flexible schedule and the ability to be available after hours/on weekends as needed
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