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Administrative Executive for Chief Administrative Officer
2 months ago
About Us
Intrepidus Talent Solutions is a premier agency specializing in entertainment and sports management. With a global footprint in various sectors including live events, digital media, and brand partnerships, we pride ourselves on our collaborative culture and commitment to exceptional service. Our diverse team is dedicated to identifying and amplifying opportunities for clients who shape culture and inspire audiences worldwide.
Role Summary
We are seeking an Administrative Executive to support the Chief Administrative Officer (CAO). The ideal candidate will be proactive, detail-oriented, and adept at managing the demands of a busy executive office. This position requires a professional who can effectively interact with individuals across various levels within and outside the organization.
Key Responsibilities
- Manage a high-volume calendar and scheduling for the CAO.
- Prepare daily task lists and oversee follow-up items, determining which tasks can be addressed directly by the assistant.
- Understand the workflow dynamics within the Office of the Chief Administrative Officer and the broader organization.
- Coordinate with external legal representatives on ongoing litigation, contracts, and other legal matters.
- Facilitate the electronic filing of documents and manage e-signature requests.
- Access and generate reports from legal and corporate databases.
- Organize and maintain physical files, ensuring all necessary documents are readily accessible.
- Efficiently manage internal and external scheduling requests, demonstrating strong judgment in prioritization.
- Anticipate the needs of the CAO, proactively addressing challenges and managing emerging issues.
- Coordinate logistics for large meetings, team gatherings, and other events.
- Handle complex travel arrangements and associated logistics.
- Act as a reliable partner across various functions within the organization.
- Assist in the creation of presentation materials and resources.
- Complete monthly expense reports and other administrative duties.
- Plan and execute team events and initiatives.
- Contribute to various projects beyond core responsibilities.
- Perform additional personal and professional administrative tasks as required.
Qualifications
- Bachelor's degree from an accredited institution preferred.
- Experience in roles requiring extensive written communication is advantageous.
- A minimum of 5 years of relevant administrative experience.
- Prior experience in an agency, law firm, or supporting executives in a legal context is a plus.
- Proficiency in Microsoft Office Suite, Adobe Acrobat, and other relevant software.
- Strong organizational, interpersonal, and communication skills, with a focus on professionalism.
- Exceptional attention to detail and the ability to manage multiple tasks effectively.
- Strong follow-up and project management capabilities.
- Able to thrive in a fast-paced, team-oriented environment.
- Resourceful with sound judgment, particularly in handling sensitive information.
Work Environment
This position is based in a dynamic office environment, requiring on-site presence.
Compensation
The compensation for this role will be commensurate with experience and qualifications.
