Executive Assistant

3 weeks ago

Newark, United States HIGH BRIDGE CONSULTING LLC Full time $40 - $60
Job DescriptionJob DescriptionABOUT THE ROLE
The Executive Assistant (EA) to the Chief Operational Excellence Officer (COEO) is an exciting opportunity to work closely with the senior leadership of one of the world's fastest growing media, content and tech companies. The EA will instrumental in enhancing the efficiency and effectiveness of COEO and their senior team. The EA will be responsible for building strong trust and confidence within COEO's organization, with the CEO's Directs, and the client EA community. They are relied upon for timely support and, thus, possess a deep understanding of the team vision, goals, priorities, who's who, and the necessary context to prioritize COEO's time.

ABOUT YOUble
  • The right candidate is self-starting, strong communicator and great at interpersonal relationships. They should have superior attention to detail, and the foresight, nimbleness, and ear to the ground to understand intra-day issues that may be disruptive to COEO's schedule. They need to have strong judgment to prioritize and quickly adjust schedules, and demonstrate the high ownership and follow-through to ensure nothing falls through the cracks.
  • Operates with considerable autonomy with little direction once objectives are agreed upon.
  • Ability to adhere to strict confidentiality standards and asserts high levels of integrity and discretion.
  • Able to deal with ambiguity and accomplish day-to-day tasks quickly and effectively while asserting creativity to determine new methods to accomplish day-to-day tasks.
  • Agile with the ability to accommodate working irregular hours, reacting with appropriate urgency to situations that require quick turnaround, and work effectively in a fast paced, ever-changing environment.
  • You're seen as approachable, collaborative, and non-political by your stakeholders and peers.

KEY RESPONSIBILITIES
  • Proactively manage complex calendar schedules of multiple leaders (multiple locations in multiple time zones).
  • Organize COEO meetings with agendas and documents, assuring "right people are in the room, and that all AV, Chime/VC and computer needs are appropriately planned for in all locations where the COEO is working.
  • Organize large-scale meetings such as all-hands, leadership off-sites, and cross-functional summits.
  • Ensure COEO and leadership team have appropriate materials and preparation time in advance of meetings.
  • Coordinate closely with other Executive Assistants within the company
  • Support employee morale and recognition initiatives, team building traditions (global team outings, holiday parties, team-level events) and volunteer activities to help advance a strong team culture
  • Manage global travel arrangements, lodging, meals, etc. for multiple leaders, adhering to company policies.
  • Prepare and submit expense reports as needed in a timely fashion for multiple leaders.
  • Track and help drive completion of key deliverables and follow up on outstanding items to include action items.
  • Manage distribution lists, phone tools changes, employee entry and exits, etc.

BASIC QUALIFICATIONS
  • Bachelor's degree or equivalent experience.
  • 7+ years of work experience either supporting a senior leader or administratively running a business.
  • Excellent communication skills (written and oral) with proven ability to express thoughts logically and succinctly.
  • Experience with Microsoft Office Outlook, Excel, Word, PowerPoint, Quip, etc.

PREFERRED QUALIFICATIONS
  • Strong project management skills, preferably with a Project Management Certification.
  • Experience with reporting dashboards and data analysis.

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