Administrative Executive Partner

2 weeks ago

Little Ferry, New Jersey, United States Swooped Full time

About Our Client

Swooped has been a catalyst for innovation in the entertainment sector for many years, championing creativity and providing vital support to the global entertainment landscape. With a diverse portfolio of brands, they serve as a comprehensive technology and services provider, specializing in industry-standard software for screenwriting, accounting, digital payroll, and a suite of creative tools. As the industry evolves at an unprecedented pace, their expertise and technological solutions are more essential than ever, positioning them as a trusted ally for productions throughout their journey.

About the Role

Having transitioned from a small enterprise to a leading provider of entertainment technology since its inception, Swooped remains committed to modernizing content production and spearheading digital transformation in the industry. Their cloud-based solutions and profound industry knowledge streamline the entire production lifecycle, fundamentally changing how content is created. With a global workforce representing a variety of esteemed brands, they cover all facets of produced and live entertainment, including film, television, streaming, advertising, live events, and short-form content.

Core Responsibilities

  • Assist the Chief Production Officer (CPrO) and Chief Technology Officer (CTO) to ensure the achievement of company objectives and the smooth operation of departmental functions.
  • Foster and maintain relationships with key stakeholders to enhance communication and identify collaborative opportunities.
  • Draft, manage, and proofread communications among upper management, employees, clients, and external partners, coordinating with internal and external executives on various initiatives.
  • Embody the values and objectives of the CPrO and CTO in all interactions with 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 calendars of the CPrO and CTO, providing reminders, resolving scheduling conflicts, and communicating any changes.
  • Coordinate logistics for both internal and external meetings.
  • Respond promptly to inquiries and ensure tasks are completed successfully.
  • Assist with special projects as required.
  • Support the preparation of Excel-based reports and organize data for analysis.
  • Help create engaging PowerPoint presentations.
  • Identify operational inefficiencies and propose improvements or new processes.
  • Handle specific tasks for the legal department, including responses 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.

Key Qualifications

  • Ability to prioritize business needs and navigate 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.
  • Proven organizational and time management skills, adept at managing and prioritizing time-sensitive tasks in a dynamic environment.
  • Capacity to make informed decisions amidst uncertainty.
  • Proactive in anticipating and fulfilling needs.
  • Technologically proficient, with the ability to quickly adapt to new applications and tools such as Microsoft PowerPoint, Excel, Word, Outlook, and Visio.
  • A self-starter with the ability to manage priorities and adapt to changing needs.
  • Discretion and sensitivity in handling confidential information.
  • Motivated to enhance current processes and develop efficient systems.
  • Professional demeanor in both internal and external interactions, demonstrating composure under pressure.
  • Comfortable with the adaptable nature of support roles 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.

Special Work Conditions

This role primarily involves sedentary work, with the possibility of brief periods of walking or standing. Some positions may require occasional lifting of up to 15 lbs.

Salary Range

$35-$40 USD

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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