Executive Assistant

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Clear Channel Outdoor

                                                                                                     

Job Summary:

The Executive Assistant is responsible for providing exceptional executive administrative and project management support and serves as the “gatekeeper” to all things related to the NY-based marketing team. Oversees special projects and organizes and coordinates executive outreach through external relations efforts.

                                                                                                    

Job Responsibilities

• Completes a broad variety of administrative tasks for the Executive team including but not limited to managing multiple active calendars of appointments, managing & organizing meetings, completing expense reports, composing and preparing correspondence that may be extremely confidential at times and, arranging complex and detailed travel plans, itineraries and agendas.
• Plans, coordinates, and ensures the executives’ schedules are followed and organized to support their productivity and priorities.
• Works closely and effectively with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Makes appropriate changes to the executives’ schedule as conflicts arise.  Strives to proactively identify scheduling conflicts and resolve them based on each executive’s preferences and priorities, as communicated by each.
• Assists in coordinating the agenda of senior management team meetings, off-sites and all-staff meetings.
• Anticipates the needs of the executives when they are in and out of office, learning from each their preferences around meeting scheduling, internal & external communications and travel needs.  As appropriate and if desired, also provides up-to-date check-ins and daily itineraries when executive is traveling.
• Managing the Processing & Payment of all invoices for the Marketing Dept.

• Job Qualifications

  Education and Certifications

• Bachelor’s degree or an equivalent combination of relevant education/training and applicable job experience.

• Work Experience

• A minimum of 5 years of experience supporting C-Level Executives/Senior Management.
• Experience and interest in internal and external communications.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

Skills

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff and external partners.
• Exceptional written and verbal communication skills and ability to handle confidential matters with the utmost discretion.
• Emotional maturity and confidence.  Ability to learn preferences of each executive and adjust/adapt support style based on direction and feedback provided.
• Ability to work effectively independently and work with a sense of urgency to accomplish results.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker who actively seeks opportunities and proposes solutions.
• Demonstrated passion for excellence and developing high level of trust with C-Level executives.
• Must maintain a positive and upbeat attitude even when faced with challenges.
• Ability to exercise strong judgment in a variety of impactful situations and be able to maintain a realistic balance among multiple priorities.
• Able to work flexible hours to support executive travel.

Competencies

• Achievement Orientation:  Focusing efforts on meeting challenges and achieving high quality results consistent with the organization’s goals.
• Adaptability:  Adapting in order to work effectively in ambiguous or changing situations, and with diverse individuals and groups.
• Collaborating with Others:  Working together with others in a cooperative and supportive manner to achieve shared goals.
• Fostering Communication:  Listening and communicating openly, honestly, and respectfully with different audiences, promoting dialogue and effectively gets message across.
• Organizational Awareness:  Understanding the workings, structure, culture, as well as the distribution of power within and beyond the organization; utilizing this understanding to solve prob