Senior Executive Assistant

2 weeks ago

Little Ferry, New Jersey, United States Swooped Full time

About Swooped

Swooped has been a driving force in the entertainment technology sector for many years, fostering innovation and supporting the creative industry. With a diverse portfolio of brands, they deliver industry-leading solutions in screenwriting, payroll, data management, and creative tools. As the entertainment landscape evolves, Swooped remains at the forefront, providing essential support to productions worldwide.

Role Overview

As a key player in Swooped's operations, the Executive Assistant will support the Chief Product Officer (CPrO) and Chief Technology Officer (CTO) in achieving organizational objectives and ensuring smooth departmental functions. This role is pivotal in enhancing communication and collaboration across various teams.

Core Responsibilities

  • Assist the CPrO and CTO in achieving strategic goals and managing daily operations.
  • Foster relationships with stakeholders to facilitate effective communication and collaboration.
  • Draft, proofread, and manage correspondence among executives, employees, clients, and external partners.
  • Uphold the values and mission of the CPrO and CTO in all interactions.
  • Prioritize and manage the calendars of the CPrO and CTO, ensuring optimal time management.
  • Coordinate logistics for meetings, both internal and external.
  • Handle inquiries promptly and follow through on assigned tasks.
  • Support special projects and prepare detailed reports using Excel.
  • Assist in creating impactful presentations in PowerPoint.
  • Identify and improve operational processes for enhanced efficiency.
  • Provide administrative support to the legal and product technology departments.
  • Collaborate with the administrative team to ensure seamless operations.
  • Manage travel arrangements and prepare expense reports.
  • Perform general office duties and assist with special assignments as required.

Key Qualifications

  • Proven ability to prioritize and balance competing business needs.
  • Exceptional attention to detail and commitment to high-quality execution.
  • Strong verbal and written communication skills, capable of engaging with all organizational levels.
  • Excellent organizational skills with experience in managing time-sensitive tasks.
  • Ability to make informed decisions in uncertain situations.
  • Proficient in Microsoft Office Suite and adaptable to new technologies.
  • Self-motivated with the ability to manage shifting priorities.
  • Discreet and sensitive to confidential information.
  • Proactive in improving processes and building efficient systems.
  • Professional demeanor in all interactions, maintaining composure under pressure.
  • Comfortable with the dynamic nature of support roles.
  • Experience supporting technology or product executives is advantageous.

Preferred Qualifications

  • 5+ years of experience as an Executive Assistant or in a similar role supporting C-Level executives.
  • High school diploma or equivalent required; Bachelor’s degree or equivalent experience preferred.

Work Environment

This position is primarily sedentary, involving prolonged periods of sitting, with occasional walking or standing required.

Compensation and Benefits

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

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