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gravillis™ · 1 day ago

Executive Assistant to Chief Operating Officer

LA Metro Area

Contract

Onsite

Mid Level

3+ years exp

Gravillis™ is seeking an Executive Assistant to support the Chief Operating Officer. This role involves managing daily tasks, optimizing the COO's time, and overseeing various projects and communications.

Advertising

Responsibilities

Directly assist, anticipate, and manage the COO’s needs and proactively bring together appropriate people and resources to meet those need

Spearhead and manage projects as delegated by COO and ensure execution in accordance with expectations; evaluate potential project viability, logistics, and, oversee timely delivery of all initial project information required to activate project teams

Monitor and evaluate meeting goals, needs, and agendas to assess COO’s required attendance; summarize any meeting minutes to keep COO informed

Attend meetings at the request of the COO, take meeting minutes and report back as necessary

Support the HR Manager and Studio Manager in maintaining the office of the COO and effectively execute tasks as directed

Liaise effectively with employees, clients, sub-contracted vendors and management team to achieve alignment with project goals and directives

Manage needs of the office deal with vendors, compile special research reports when necessary, prepare presentation materials, and complete all assigned tasks

Review and manage internal and external communications, including but not limited to mail, email, meeting notes, reports, and routing/delegating to appropriate destinations

Assist with administrative tasks including, but not limited to: driving to and from appointments, contact management, scheduling appointments, running errands, taking notes, answering calls, photocopying, and most importantly, managing priorities

Arrange travel; flights, transportation, and accommodations; create comprehensive and detailed itineraries

Conduct all aspects of the job with appropriate level of confidentiality and sensitivity to clients, projects, and agency by not disclosing confidential information except on a need-to-know basis

Assist with ad hoc projects in both home and office as needed

Job responsibilities subject to change, and are contingent upon COO’s business and personal needs

Qualification

Cross-functional communicationExecutive Assistant experienceProject managementMarketing experienceAnalytical skillsOrganizational skillsTime managementTechnical skillsConfidentialityLeadership abilitiesSelf-motivatedVerbal communicationWritten communication

Required

Bachelor's degree in Business Administration, Communications, Marketing, or similar field

Experience in Marketing, Branding and Social media

3+ years as an Executive Assistant or similar role supporting an executive

Demonstrated project management and cross-functional communication skills

Ability to work independently and within a team; a multi-tasker & self starter with strong leadership abilities

Capability in maintaining professionalism, confidentiality, diplomacy and discretion

Strong analytical and problem-solving skills; demonstrate intuitive and critical thinking skills

Strong organizational and time management skills

Heightened business acumen; effective and professional verbal + written communications skills

Must be self-motivated and take initiative with decision-making ability

Experienced knowledge of computer systems and applications; must have technical skills including MAC Microsoft Office programs, Internet at a highly proficient level