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Our client, a well-known media and entertainment company, is seeking a Temporary Executive Assistant. This is a demanding, fast-paced role providing comprehensive assistance and project management support to the Senior Vice President, Digital Media. This role will also provide travel, calendar, and expense report support for 3 VPs directly reporting to the SVP. The position is 5 days on-site and will be from 9am to 6pm. Pay rate is $36-38/hr.
Responsibilities:
- Provide executive-level administrative support including meeting and travel planning, managing expense reports, scheduling, phone/mail, supplies, filing, and other business-related duties.
- Schedule and arrange in person and virtual meetings with internal and external parties. Ensure attendees, rooms and technology are ready for meetings to start on time.
- Handle heavy contact through a variety of means (phone, email, text, Teams) with all levels of internal and external executive management and employees.
- Efficiently monitor and prioritize information flow and meetings throughout the day, week and month. Anticipate conflicts and make adjustments as necessary, keeping execs aware of key changes or scheduling issues.
- Utilize judgment in handling inquiries
- Handle extremely confidential and sensitive information with discretion
- Plan staff and other team events including staff meetings, senior team meetings, and off sites when necessary. This includes managing all aspects including vendor selection, catering, audiovisual, and other logistics.
- Create and / or manage systems to coordinate and organize department materials (presentations, analysis, etc). Manage regular updates to materials and distribution to stakeholders.
- Manage cross-functional meeting agendas, reminders, and materials preparation through proactive coordination with participants
- Support light presentation work (PowerPoint, Keynote) through partnership with Digital Media
- Track and proactively report progress on projects
Qualifications:
- At least 3 years of relevant experience as an administrative professional supporting executive level management
- Proven experience handling confidential and sensitive information
- Advanced knowledge of Microsoft Office, including Teams, Word, Outlook, Excel, and PowerPoint, and curiosity / willingness to experiment with new technologies that could improve administrative efficiency (e.g. AI tools like Copilot)
- Excellent communication skills including written, verbal and listening
- Solid interpersonal skills with the ability to deal with all levels of management.
- Flexible, organized, self-starter, and extremely detailed-oriented.
- Self-driven with the ability to think creatively, take initiative and consistently take full ownership of the role
- A highly professional demeanor, positive outlook, problem solver, good judgments, analytical skills, and a can-do attitude
- Exceptional time management skills with the ability to prioritize and juggle numerous projects and deadlines in an extremely fast-paced and high-volume environment.
- Open to grow into other business support roles within the team over time
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