Executive Assistant

2 weeks ago

Fishers, United States Mood Media Full time
Job DescriptionJob Description

Role Description

The purpose of the Executive Assistant is to help alleviate roadblocks and time drains so that the Vibenomics leadership team can focus its efforts on strategy. Reporting directly to the SVO of Finance & Operations, the EA provides high-level administrative support to the entire Vibenomics leadership team, including the President, SVP Retail Media, SVP of Finance & Operations, and SVP of Product. An EA has a daily impact on the life of the company by optimizing the work environment for the Vibenomics team. This role provides a unique opportunity to work directly with—and learn from—the Vibenomics leadership team.

While the Vibenomics office observes a hybrid schedule of three days in-office (Monday, Wednesday, and Thursday) and two days remote (Tuesday and Friday), this position is expected to exercise flexibility with their working location schedule and be willing to work in-office on “remote” days as needed.

Responsibilities

  • Provide administrative assistance, such as writing and editing emails, drafting memos and presentations, and preparing communications on the executive's behalf.

  • Maintain comprehensive and accurate corporate records, documents, and reports

  • Organize meetings, including scheduling, sending reminders, and organizing catering when necessary.

  • Welcome visitors (including answering the floor access call line) and identify the purpose of their visit before directing them to the appropriate department.

  • Manage the executive's day-to-day calendar, including making appointments and prioritizing the most sensitive matters.

  • Coordinate travel arrangements and create trip itineraries.

  • Serve as the Vibenomics team’s subject matter expert for Concur

  • Prepare expense reports for the Vibenomics leadership team members

  • Use various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects.

  • Handle confidential information and communications in a professional manner.

  • Maintain a positive and clean office - this includes ordering supplies, ensuring coffee machines are clean, decorating the office for various holidays, ensuring storage areas are organized.

  • Be an ambassador of the Vibenomics culture

  • Assist in coordinating VibeTribe corporate events (i.e., monthly-all-hands, holiday party, summer celebrations, executive-cooking-breakfast, etc.)

  • Other duties as requested to maximize the time and efficiency of the Vibenomics leadership team.

Required Skills and Qualifications

  • Time management and ability to meet deadlines

  • Excellent verbal and written communication skills

  • Strong organizational skills and ability to prioritize and multitask

  • Problem-solving and decision-making skills

  • Ability to act as gatekeeper and escalate relevant information to executives as needed

  • Skilled in the use of standard office equipment (e.g., copiers, business telephone systems, projectors)

  • Ability to work effectively with minimal supervision

  • A high degree of diplomacy, interpersonal skills and emotional intelligence

  • Ability to treat confidential information with appropriate discretion

  • Exceptional attention to detail

  • An inherent expectation and understanding that projects and focus will be fluid

  • Ability to anticipate and act proactively

Familiarity with Microsoft Office Suite

Preferred Qualifications

  • Bachelor’s degree

About Vibenomics

Vibenomics, a Mood Media Company, is the leading in-store digital advertising provider. Our platform provides a single, all-in-one retail media network, empowering retailers to digitize the in-store experience and advertisers to connect with customers at the ever-critical point of sale. Vibenomics’ in-store digital advertising influences consumers via display, audio and experiential channels across a range of aggregated retailers. Combining on-premise experiential media and in-store advertising solutions on one digital platform — Vibenomics digitizes and personalizes the in-store shopping experiences that today’s consumers expect.

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