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C-Level Executive Administrative Assistant

4 months ago

Miami, United States Rich Music Inc Full time
Job DescriptionJob Description

Job Purpose: The C-Level Executive Administrative Assistant's most important function is their ability to keep the C- Level Executives organized, informed, and prepared for anything that comes their way. This role helps the C-Level Executives to make the best use of their time and are relied on heavily to ensure that work is handled efficiently and without the need for constant or direct supervision.

Job Description This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities of this job at any time, with or without notice.


Essential Duties And Responsibilities

  • Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting all of the global operations of the business and personal affairs of the CEO as needed.
  • Support C-level Executive(s) with administrative and organizational functions such as: screen calls, take messages, draft/proofread business documents, schedule online and offline meetings, coordinate travel/logistics, plan events, and review/respond to email/mail.
  • Prepare presentations, reports, spreadsheets, memos, agendas/board meeting materials, marketing materials, emails, letters, manage google calendar, etc.
  • Managing the LinkedIn profile and other assigned platform by the COO.
  • Communicate with employees, clients, visitors, vendors etc, fielding questions and resolving issues professionally, as requested.
  • Deliver superior customer service to internal/external clients while maintaining a high-level understanding of process to facilitate appropriate customer service relation/communication to internal/external clients.
  • Maintain effective relationships with Sales, Operations, Accounting, Administration, I/T, etc. or with departments outside of the Office of the COO/President.
  • Provide project management support for complex planning and execution of CEO/COO-related initiatives.
  • Manage all travel arrangements for C-Suite individuals or groups, including scheduling flights and ground transportation, booking accommodations and handling any other trip-related tasks.
  • Organizing all documents in the G drive or Organize and maintain the office filing system in the G-drive or other physical storage area.
  • Manage receipts and expense reports.
  • Create budgets and pay Personal expenses as needed.
  • Coordinate budget activity through tracking, reconciling and processing: payment requests, credit card purchases, reimbursement claims and budget reports.

  • Manage American Express Rewards program to ensure the best use of all member benefits and concierge services.

  • Manage and maintain all expenses in Concur expense software.

  • Actively participate in any research and development activities as needed.

Non-Essential Duties And Responsibilities

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements.


  • Oversee and review with all inventory management systems (Sortly, Google Sheets for merchandise)
  • Optimize and review monthly on all internal administrative systems (Lastpass, G-drive, hard files)
  • Perform additional duties as necessary and as assigned by executives.
  • Assist with special projects professionally and personally as requested.
  • Liaison for code compliance and permitting to both buildings (2048 & 2045)

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITY

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.


KNOWLEDGE

The individual must have the following level of education, experience and training proficiency in the following areas:


Education/Training

  • High School graduate or equivalent ____preferred___ X _ required
  • At least 2 year college (associate) degree ____preferred___ X _ required
  • Bachelors degree __ X preferred __ _ required
  • Advanced degree specify ___ preferred_____ required

Experience:

  • Three to five years' experience in administrative support to C-Level executives, celebrities or high-profile individuals.
  • Experience with Concur Expense, Travel, and Invoice system preferred.
  • Strong knowledge of Excel, Word, PowerPoint, and Adobe Acrobat and Mac products and comfortable with technology overall.

SKILLS & ABILITIES

The individual must demonstrate the following specific skills and abilities:

  • Fluent in English and Spanish speaking, reading, writing, and understanding.
  • Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and G-Suite.
  • Ability to communicate effectively at all levels to build strong, effective teams of people.
  • Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly.
  • Excellent communication, organizational, project management, and interpersonal skills.
  • Excellent attention to detail, strong critical thinking skills using great judgement.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Excellent calendar management and time management skills.
  • Sharp and driven with an unshakeable work ethic.
  • Maturity, discretion, and professionalism in regards to confidential information.
  • Resourceful team-player, with the ability to be effective independently.
  • Due to the cyclical nature of the entertainment & music industry, employees may be required to work varying schedules to reflect the business' operational needs. In addition, attendance at all scheduled training sessions and company meetings is required.
  • Ability to function well in a high-paced environment.

AMERICANS WITH DISABILITY SPECIFICATIONS


Physical Requirements:

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Physical Demands

While performing the duties of this job, the team member constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.


Frequency Key: Rare