Executive Support Specialist

2 weeks ago

Little Ferry, New Jersey, United States Swooped Full time

About Swooped

Swooped has been a cornerstone in empowering creativity and supporting the global entertainment sector for many years. With a diverse portfolio of brands, they serve as a comprehensive technology and services provider, offering industry-standard tools for screenwriting, payroll solutions, data analytics, and a variety of creative resources. As the industry evolves rapidly, their expertise and innovative technology are more essential than ever, making them a trusted ally for productions at every stage.

Position Overview

Since its inception, Swooped has transformed from a small business into a leading provider of entertainment technology and solutions, committed to modernizing content production and spearheading digital transformation in the industry. Their cloud-based offerings and deep industry knowledge streamline the entire production process, revolutionizing content creation across film, television, streaming, advertising, live events, and short-form media.

Key Responsibilities

  • Assist the Chief Product Officer (CPrO) and Chief Technology Officer (CTO) to ensure that organizational objectives are met and departmental functions operate smoothly.
  • Foster and maintain relationships with key stakeholders to enhance communication and identify collaborative opportunities.
  • Draft, manage, and proofread communications between senior management, employees, clients, and external partners, facilitating collaboration on various projects.
  • Embody the culture, values, and objectives of the CPrO and CTO in all interactions with internal and external stakeholders.
  • Comprehend the business priorities of the CPrO and CTO to provide optimal support for their schedules.
  • Exhibit meticulous calendar management skills, ensuring precision and attention to detail.
  • Oversee the CPrO and CTO's calendars, providing timely reminders, resolving scheduling conflicts, and communicating changes effectively.
  • Coordinate logistics for both internal and external meetings.
  • Respond promptly to inquiries and follow through on tasks to ensure successful completion.
  • Assist with special projects as required.
  • Support the preparation of Excel-based reports and organize data for analytical purposes.
  • Contribute to the creation of PowerPoint presentations.
  • Identify operational inefficiencies and propose improvements or new processes.
  • Assist the legal department with specific tasks, including responding to subpoenas and customer reporting requests.
  • Support the Product and Technology departments with project management, invoicing, and meeting scheduling.
  • Collaborate with the administrative team to provide seamless support across the organization.
  • Prepare expense reports and manage purchase requisitions.
  • Coordinate travel arrangements for both domestic and international trips.
  • Perform general office duties and provide administrative support for special assignments as needed.

Qualifications

  • Ability to prioritize business needs and make informed trade-offs among stakeholders.
  • Exceptional attention to detail with a commitment to flawless execution.
  • Strong verbal and written communication skills, capable of engaging with individuals at all levels.
  • Excellent organizational and time management abilities, with a proven track record of handling time-sensitive tasks in a dynamic environment.
  • Capacity to navigate and make decisions in uncertain situations.
  • Proactive in anticipating and addressing needs.
  • Technologically adept, with the ability to quickly learn new applications and tools, including Microsoft PowerPoint, Excel, Word, Outlook, and Visio.
  • A self-starter who can manage shifting priorities effectively.
  • Discretion and sensitivity in handling confidential information.
  • Motivated to enhance current processes and develop efficient systems.
  • Professionally polished in both internal and external interactions, demonstrating composure under pressure.
  • Comfortable with the adaptable nature of support work and available as needed.
  • Experience supporting technology or product executives is advantageous.

Preferred Qualifications

  • 5+ years of experience as an Executive Assistant or Administrative Business Partner supporting C-Level Executives or similar roles is highly preferred.
  • High school diploma or equivalent required; Bachelor's degree or equivalent work experience preferred.

Work Environment

This position is primarily sedentary, involving sitting for extended periods, with occasional walking or standing. Some roles may require exerting up to 15 lbs. of force occasionally.

Compensation and Benefits

Swooped offers a comprehensive benefits package, including medical, dental, vision, paid time off, health and wellness programs, employee discounts, and more.

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