Executive Assistant & Facilities Coordinator

Executive Assistant/Facilities responsibilities:

• Provide executive support to Vice President of Hearst Service Center.
• Liaison for New York C-level executives traveling to Charlotte.
• Responsible for the preparation of office wide memorandums, corporate communications, and any other office wide correspondence.
• Responsible for updating office wide email distribution lists (HSC All Users & HTV Charlotte Employees).
• Calendar coordination, schedule and arrange conference calls and meetings, receive visitors, and provide all aspects of administrative support duties.
• Coordinate special events including 200+ participant holiday luncheons. Meet with vendors to organize setup, agendas, hotel reservations, meeting space, meals, and other extracurricular activities to ensure successful events.
• Create and update lobby board communications.
• Liaison between Toringdon Property Management and provide building information and communications.
• Handle monthly payments for several office services on P-Card.
• Reconcile monthly expense report for P-Card.
• Promptly handle general maintenance request, issues, repairs, housekeeping items, breakroom areas, and office furniture. Work alongside Swiss Post employees for these office issues.
• Coordinate staff moves, adds, and deletes including workstation setups for department moves. 
• Update floor plans with new hires, terminations and workstation moves and other assigned office space.
• Create workstation signage with new hires, terminations and workstation moves.
• Responsible for security badge adds and deletes for employees and visitors.
• Create tickets in Building Engines (Trinity Property Management ticketing system) for updating access cards for building access or any other office issue that Trinity Properties would manage.
• Lead and coordinate quarterly fire drills.
• Manage monthly employee and visitor parking permits.
• Work with Strata Project Management (Amy Johnson, Partner) for office build-out items and/or repairs, i.e., create PO’s., office signage, keys, etc.
• Coordinate Vaccination clinic in office for flu shots in the fall
   

Requirements:

• High School diploma/equivalent.
• BA/BS degree a plus.
• 2+ years' executive administrative experience.
• Proficient with Microsoft 365 (Word, Excel, PowerPoint), SharePoint, Concur, and Oracle.
• Excellent written and verbal skills.
• Ability to maintain sensitive information.
• Ability to learn internal badging system software, Signage Live, and Soda Click messaging software.

Hearst is one of the nation’s largest global, diversified information, services and media companies.

Hearst has been innovating for more than a century, leading with purpose, integrity and a culture of care, with a mission to inform audiences and improve lives.

The company’s diverse portfolio includes global financial services leader Fitch Group; Hearst Health, a group of medical information and services businesses; Hearst Transportation, which includes CAMP Systems International, a major provider of software-as-a-service solutions for managing maintenance of jets and helicopters; ownership in cable television networks such as A&E, HISTORY, Lifetime and ESPN; 35 television stations; 24 daily and 52 weekly newspapers; digital services businesses; and more than 200 magazines around the world.

Hearst is always moving forward, investing in healthcare solutions to improve patient outcomes and technology that curbs emissions; providing vital analysis, data and software to the global financial services industry; delivering important service and investigative journalism; and inspiring audiences with sports and entertainment programming.

With a commitment to maintaining the highest quality in its products and services, Hearst is dedicated to serving the communities it operates in, both civically and philanthropically.

Hearst is an Equal Employment Opportunity employer.  We do not discriminate in hiring on the basis of race, color, national origin, religion, creed, sex or gender, gender identity, gender expression, sexual orientation, age, physical or mental disability, military or veteran status, or any other characteristic protected by federal, state, or local law.