Administrative Assistant

The Administrative Assistant will primarily provide administrative support to two senior executives within our Accounting and Finance teams. S/he will handle a wide range of administrative and executive support-related tasks, including but not limited to calendar management, meeting preparation, travel arrangements and coordination, organizing and submitting expenses, and project management. The Administrative Assistant will operate with the utmost discretion while working with highly confidential information, ensuring impeccable attention to detail, organizational skills, and thoroughness. Additionally, this position will be in constant communication with both internal and external partners and clients.

Responsibilities

• Manage complex and ever-changing day-to-day schedules of the executives via Microsoft Outlook, scheduling and organizing meetings across multiple time zones.
• Anticipate all needs of the executives by thinking and working proactively with a one-step-ahead mentality throughout the day in terms of meeting prep, arising issues and new developments.
• Prepare for meetings and appointments by creating agendas and other pertinent materials, preparing conference rooms and audio/visual needs and securing external guests when applicable.
• Provide high-level administrative support to executives including answering phones, coordinating/preparing for meetings, maintaining calendar, arranging conference calls, arranging complex travel arrangements which include international, etc.
• Serve as liaison between the executive and key stakeholders.
• Act as a "gatekeeper" by managing the executive leadership’s calendars. This involves using discretion in identifying critical items, setting up meetings and making scheduling changes with minimal involvement by the executive. Plans, coordinates and ensures the executive leadership’s schedule is followed and respected.
• Make thoughtful, quick and accurate decisions when executive is unavailable.
• Assist in regularly creating and editing memos and PowerPoint presentations to be presented by the executives.
• Coordinate travel arrangements; prepare detailed travel itineraries inclusive of flights, hotels, meeting agendas, etc.
• Screen phone calls and forward calls appropriately, communicating with external and internal partners in a professional manner.
• Oversee personal and departmental expenses. Prepare, reconcile and submit all necessary invoices and credit card expenses in Concur in a timely and accurate manner.
• Handle confidential information meticulously; escalate any required information with discretion.
• Ensure executives remains organized and on-schedule through proactive, consistent communication throughout the day.
• Facilitate mass internal communication (ie. distributing company-wide e-mails, reports, etc.)
• Draft, review and send communications on behalf of executives.
• Organize and coordinate multiple large meetings, materials, reports, etc.
• Keep up to date on department specific initiatives and timelines.
• Maintain an accurate and current list of internal and external contacts.
• Able to have a clear understanding of the company structure and the way departments operate.
• Miscellaneous projects and tasks as assigned in a timely and accurate fashion.
• Nurtures strong partnerships with a broad range of individuals including other EAs, facilities, the executive’s direct reports, travel, IT, security and other key internal stakeholders.
• Serves as the eyes and ears of the senior executives.
• Answer questions with tact, diplomacy and accuracy.
• Operate with sound judgement and efficiency.
• Keep executives abreast on time sensitive and priority issues, ensuring appropriate follow-up.
• Handle printing, faxing, copying, filing, mail and shipping.

Required Qualifications

• At least 4 years of prior administrative/executive assistant experience for a senior-level executive.
• Significant experience working in Microsoft Outlook, Excel, Word and PowerPoint required.
• Strong technology skills including ability to work within PC and Mac programs, iPad, iPhone, and Google products. The ability to type fast and efficiently is a plus.

Preferred Qualifications

• Bachelor’s Degree
• Experience supporting Finance and Accounting leaders
• Experience within digital, entertainment or sports industry 

Other Key Attributes / Characteristics

• Exceptional interpersonal and phone skills and the ability to interact with staff at all levels.
• Expert level written and verbal communication skills.
• Experience managing highly sensitive information with discretion and profes