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ADMINISTRATIVE ASSISTANT FOR CEO OF PUBLISHING COMPANY IN SAN FERNANDO VALLEY

$4000040,000 - $5400054,000 per Annum, Negotiable
Oct 10th 2017 | United States, North America.
Job Contact : Samantha Lloyd-Gordon (samantha@quintessentiallypeople.com)
Job Reference : QP00026V


Amazing company in the Valley is seeking their #2 assistant to handle all administrative and personal support for the Chief Executive Officer (CEO) and Executive Assistant to the CEO, including coordination of meetings and travel, running business and personal errands, filing company expense reports and reimbursements. Answers non-routine calls and correspondence and assembles highly confidential and sensitive company and inter-personal information. Independent judgment is required to plan, prioritize and organize a demanding and diversified workload and maintain the highest degree of professionalism and ability to maintain the utmost confidentiality. 830am - 530pm , Monday through Friday with amazing benefits.


ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:


Job functions include, but are not limited to the following:

Providing internal and external assistance whenever needed

Creating and maintaining appointments and updating schedule and calendar for CEO when needed as backup to the EA

Coordinating appointments and arranging details for appointments

Providing support for presentation and research materials using Word, Excel, PowerPoint, Photoshop and other tools

Coordinating details of travel including flight, hotel and car service arrangements in conjunction with the EA as needed

Maintaining confidential organizational and departmental files

Providing light support for the Executive Assistants to the COO and CFO, as needed

Preparation of expense reports for the CEO, COO, Executive Assistants and coordinating approval of expense reports for global direct reports

Processing reimbursements and check requests through coordination with Finance Accounts Payable procedures

Composing correspondence to routine issues on own initiative

Running Personal and Business errands for the CEO

Receive and screen telephone calls for the CEO, COO, and Executive Assistants as needed






ADDITIONAL RESPONSIBILITIES


Additional responsibilities include, but are not limited to the following:

Coordinating Company raffles and miscellaneous items

Providing administrative support and back up for the Executive Assistants to the CEO, CFO, and/or COO in their absence

Planning special events

Maintaining office and kitchen supplies and general organization of Executive Area

Coordinating and maintaining the Global Company Calendar

Filing, organizing, copying, scanning, etc.

Performing personal tasks as assigned

Coordinating tasks as assigned by CEO’s spouse

Coordinating vendors and projects at both of the CEO’s residential properties

Paying and tracking CEO’s personal bills and expenses

Updating and distributing the Executive Support Contact List to the Executive Assistant Team

Coordinating EA group luncheons, as needed

Managing and picking up personal mail for the CEO

Maintaining multiple spreadsheets and lists including but not limited to SMG anniversaries, contact information, personal and business gift logs, CEO’s personal Christmas card distribution list, party invite lists etc.

Tracking both important business and personal birthdays and coordinating gifts as necessary

Coordinating correspondence or projects as necessary for the CEO’s children

Processing monthly payments for CEO’s corporate car and scheduling and coordinating maintenance as necessary

Providing support to matters relating to the Board of Directors and Board Meetings as assigned including processing travel reimbursements, updating and formatting documents, generating seating charts and researching holiday gifts

Securing the Executive Office by locking all offices and supply/file room doors before leaving at the end of the business day


QUALIFICATIONS AND EDUCATION



Include, but not limited to, the following:

Previous experience as an Administrative or Executive Assistant

Associate or Bachelor’s degree preferred

Must have a reliable vehicle for shopping and running errands, sometimes located as far as Los Angeles or Santa Barbara

Previous experience working in a fast paced, time sensitive, highly confidential environment where there are continually changing priorities


Strong computer skills including all Microsoft products with particular strength in Outlook, Word, Excel, PowerPoint, Photoshop and web functions

Must be comfortable around dogs since the Simqu’s have a dog at the house.






LANGUAGE, ANALYTICAL SKILLS AND SPECIFICATIONS


Include but are not limited to:

Exceptional interpersonal, verbal and written communication skills, including the ability to be persistent and assertive without offending as well as possessing effective follow through skills

Ability to meet deadlines and work professionally under pressure with high stress threshold

Must possess superior customer service skills, high degree of professionalism and keen ability to maintain confidentiality (a confidentiality agreement must be signed)

Must possess extreme attention to detail

Must exercise frequent, independent, sound judgment based on knowledge of company's culture, organization, policies, procedures, practices and personnel

Must possess the ability to respond quickly and efficiently to continually changing priorities and handle personal contact with diplomacy and sensitivity

Must be highly organized and able to work with minimal supervision

Ability to read, analyze and interpret concepts, documents, etc.

Reasoning/problem solving ability

Multi-tasking ability and flexibility to withstand interruptions

Ability to prepare and manage special projects as assigned

Effective internal/external customer and staff communication

Ability to effectively manage vendor and consulting relationships


PHYSICAL DEMANDS



Include but are not limited to:

Carrying, standing, pulling, pushing, lifting (5-10 pounds), climbing, twisting, reaching, sitting, walking, squatting

Hearing, listening, writing, typing and speaking

Operation of computer, copier and other essential office equipment

Sustained concentration using a computer screen


Ability to ignore ambient noise, carry on conversations with internal/external customers in a high activity, noisy environment



Please get in touch with Samantha Lloyd-Gordon for more information.