Executive Assistant (Hybrid - New York)

Our customer is a leading global media and entertainment company that creates and distributes a large portfolio of content and brands across television, film, and streaming and is available in over 200 countries and territories and over 45 languages. Headquartered in New York, NY with more than 30 office locations in the United States.

We are seeking a Executive Assistant on a contract basis to support their business needs. This role is hybrid in New York City.

We're looking for a proactive and experienced Executive Assistant to support the Senior Vice President, Brand Marketing. The Executive Assistant will ensure the SVP is using their time to the greatest impact and will be adept at building and managing relationships at all levels across our client.

This role will also support 1 VP direct report with global scope. This requires an understanding of what's most meaningful for effective calendar management, tracking deadlines, coordinating meetings across time zones, and meeting productivity. This includes being highly organized, professional, responsive and proactive in a fast-paced environment. The ideal candidate must have demonstrated experience in improving the productivity of assigned leaders by crafting organizational processes, coordinating team meetings, assisting with deck and meeting preparation and filling in gaps where needed to help the department.

Responsibilities:

• Arranges SVP’s and the 1 VP’s calendars and schedules meetings with people at all levels, independently or as directed. Uses judgment, professionalism and efficient use of appropriate questions to ensure schedule stays on track and productive.
• Answers telephone, emails, and Slack messages in a timely, professional and efficient manner. Demonstrates an appropriate level of discretion and confidentiality in managing and placing calls and managing digital communication.
• Assists SVP and team with developing reports and preparing decks for special projects. Proofs documents for spelling, grammar, accuracy, formatting, and suitability to the intended audience. Demonstrates an appropriate level of discretion and confidentiality in handling and managing correspondence and documents.
• Makes domestic and international travel accommodations and arrangements in the most efficient manner available, including helping the team with travel requests for talent that are involved in certain events. Reviews and secures approval for all travel requests.
• Reviews and reconciles all incoming expense and travel reports for accuracy and compliance with corporate policy. Reviews and secures approval for all travel requests. Prepares and submits T&E expense reports in a timely manner.
• Schedules and coordinates meetings; assist with AV and video conferencing needs; prepare materials and set-up meeting rooms. Requests visitor passes as needed.
• Manage reservations for offices for SVP and VP, including booking and confirming reservations before each day.
• Point of contact for new hire procurement (IT, real estate, etc). Orders new equipment for new hires and arranges office space.
• Manages contact/distribution lists, filing system, office equipment/supplies and other duties as assigned.
• Self-Starter. Able to act in a proactive manner and solve challenges with limited direction.
• Able to develop and maintain relationships across the client's organization.
• Able to come into the office on the core, in-person days (potentially 3 days/week at Hudson Yards)

Qualifications

1) Project Management Experience (Organizational Skills)

a. 2+ years; managing multiple projects and deadlines within a fast-paced environment.

2) High degree of initiative and resourcefulness.

a. 2+ years; ability to comprehend business requirements; ability to find potential conflicts or issues and solve them proactively. Eagerness to learn more and help wherever needed (good attitude under pressure).

3) Communication skills both written and verbal

a. 2+ years; Ability to communicate clearly with high level executives and external agencies.

Nice to Have Skills / Preferred Requirements

1) Prior experience supporting executives a plus.

2) Experience with a travel and expense system, specifically Concur and AMEX GBT Travel systems, a plus.

3) Strong writing and deck preparation a plus.

4) Passion for entertainment, media, and Social Media trends.

Soft Skills:

1) Previous executive administrative experience in fast-paced corporate environments required.

2) Clear and positive communicator, developing solid relationships with persons at all levels throughout our clients organizaiton.

3) Must be trustworthy and able to handle confidential and sensitive information.

4) Problem solver. Pitches in to help where and whenever possible. Proactive.

5) Must possess a high level of intellectual curiosity and a willingness to look beyond surface requirements.

6) Must be detail-oriented, with the ability to understand written and oral instructions.

7) Must be flexible as priorities shift.

8) Must have the ability to multi-task and work well under time constraints.

9) Experience working with teams in different geographies/timezones required.

Technology Requirements:

1) Should possess strong proficiency with MS Office Suite (Outlook, Word, Excel & PowerPoint), Slack, Zoom and similar technology driven communication platforms.

Education / Certifications

1) BA/BS degree

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements) Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.