Apply on Employer Site

Solomon Page · 2 days ago

Executive Assistant

Burbank, CA

Contract

Hybrid

Mid Level

3+ years exp

Solomon Page is a specialty niche provider of staffing and executive search solutions. They are seeking a freelance Executive Assistant to support two Executive Vice Presidents of Media Planning at a media & entertainment company, providing comprehensive administrative support to ensure efficient time management and communication.

Asset ManagementConsultingProfessional Services

Hiring Manager

Celia Baybutt

Responsibilities

Manage schedules, calendars, and meetings for two VPs, including the coordination of meetings with all relevant information, and responding to meeting requests promptly

Tactfully manage executives’ time, multi-task and communicate clearly and effectively with all team members

Arrange travel plans and create detailed itineraries for executives

Record and maintain agendas and notes for meetings

Prepare business-related expenses using Concur/SAP travel proxy role in a timely manner and ensure all direct reports’ expenses are coded appropriately

Handle executives’ mail and shipping requests, orders supplies/materials and process invoices (when necessary)

Schedule and manage set up for conference rooms, meetings, and video conferences as needed, which may include:

Working with internal and external stakeholders (e.g. Coordinators, Executive Assistants) to confirm attendee lists

Arrange logistics such as parking passes, catering, and seating for participants

Escorting external guests to conference room as needed

Ensuring AV set-up is in working order and calls are connected with sufficient time prior to the meetings

Qualification

Microsoft Office SuiteSAPConcurAdministrative experienceEntertainment industry knowledgeMultitaskingCommunication skillsDetail orientedTeam playerPositive attitude

Required

A minimum of 2 years of previous administrative experience on a high-volume desk

Maintain standards of strict confidentiality with respect to all matters and documents

Ability to make independent decisions when handling sensitive and confidential information, while exercising good judgment and discretion when executive is out of the office

Extremely detail oriented and organized, with a strong ability to manage multiple high priority projects and appropriately prioritize work

Proactively anticipate needs of executive and manage office time efficiently

Ability to maintain an efficient office, files, database, and information

Professional, friendly, easy-going manner to handle varied personalities, responsibilities, and assignments

Ability to multitask and deliver under tight deadlines with a calm, professional manner

Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives, as well as business unit contacts and key external partners

High-level competency in general administrative skills including answering the phone, filing, etc

Excellent typing skills with proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Keynote and Outlook for meeting requests and calendaring

Ability to work overtime when necessary

Team player - willing to work with other assistants and staff at all levels in support of the marketing team in Burbank, D.C., New York and worldwide

Positive attitude and the ability to be proactive, resourceful, and flexible

3+ years administrative experience with one year supporting an Executive level

Candidate should have a strong passion for entertainment and should be familiar with a variety of industry concepts, practices, and procedures, especially in marketing

Experience in the entertainment industry, ideally in publicity, media or marketing

Ability to troubleshoot tech issues as they arise

Overall knowledge with the SAP and Concur system