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Executive Assistant, Operations

4 months ago

Philadelphia, United States Sparks Full time

Position Overview:

We are seeking an initiative-taking and highly organized Executive Assistant to support the Senior Vice President of Operations. The successful candidate will play a crucial role in ensuring the efficient functioning of the Operations department by providing administrative assistance, managing schedules, and coordinating operational activities and projects. This position offers an exciting opportunity to work closely with senior leadership and contribute to the operational success of our organization.

Responsibilities:

* Effectively manage the SVP's calendar, scheduling meetings, appointments, and travel arrangements while prioritizing conflicting demands and optimizing time management
* Serve as the primary point of contact for internal and external communications addressed to the SVP
* Maintain and organize electronic information related to the Operations department, handling sensitive and confidential information with discretion
* Assist in the coordination and execution of various projects and initiatives led by the SVP, including research, data analysis, and reporting, as well as monitor internal project timelines and deadlines to ensure timely completion
* Collaborate with internal teams to coordinate operational activities, such as inventory management, supply chain logistics, and facility maintenance
* Track KPIs and provide regular updates to the SVP on operational metrics and performance
* Build and maintain positive working relationships with internal stakeholders, external partners, and vendors on behalf of the SVP, serving as a liaison between the SVP and other departments within the organization
* Undertake special assignments and ad-hoc tasks as requested by the SVP, demonstrating flexibility and adaptability to changing priorities and requirements
* Other duties as assigned.

Qualifications:

* Proven experience (3+ years) in an administrative support role, preferably supporting senior executives
* Bachelors degree or equivalent experience
* Proficiency in Microsoft O365 and Google Workspace
* Proficiency in PowerPoint and/or Google Slides, with an emphasis on charting/graphing data analytics and a general understanding of the underlying business data
* Excellent organizational skills with the ability to multitask and prioritize tasks effectively in a fast-paced environment
* Strong communication skills, both written and verbal, with a high level of professionalism and attention to detail
* Discretion and confidentiality in handling sensitive information and communication
* Proactive attitude with a willingness to take initiative and problem-solve independently
* Ability to work collaboratively as part of a team and interact professionally with individuals at all levels of the organization

Preferred Skills:

* Strong attention to detail, a positive attitude, and a team player
* Ability to operate within a fast-paced environment

Company Overview:

Sparks is a live + digital brand experience agency. We specialize in creating connection--real human connection--onsite, online or anywhere. Through a mix of sound strategy, breakthrough creative and flawless execution, we create memorable trade show exhibits, live and virtual events, brand activations, retail stores, corporate environments and other immersive experiences that deepen relationships, inspire action, and build trust--and we do it all over the world.

We operate an open and inclusive culture where all recognize, respect, appreciate and encourage individuality regardless of race, gender, age, religion, culture, ideology, economic status, disability or sexual orientation. We believe that everyone at all levels of our organization is accountable for building this culture and we are challenging ourselves daily to seek and build diversity and equality in any way that we can-and we welcome your ideas to do so.

Think you've got what it takes to hang with us?

We've built our reputation on creating awesome experiences for our clients, but equally important is the experience we create for our people. Yes, we work hard. But we also make it a point to have fun. And we find our people work that much harder when work doesn't feel so much like, well, work. If you share our mindset, we should chat.

We've always got our eyes peeled for smart, hungry people who think that what we do isn't so much a job as it is a way of life. And while any company can supply stuff like benefits (and, of course we do too) our greatest benefit comes from the amazing people you'll interact with daily, who will challenge and push you to think harder, be more creative and love what you do.

Sparks provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.