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Executive Assistant
Entertainment & Media Industry Company
Indianapolis, IN, United States
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Job Summary:
Assists top-level executive(s) by providing secretarial and administrative support, frequently involving confidential matters.
Primary Tasks and Responsibilities
• Prepares correspondence, reports, and other administrative tasks, e.g., typing and filing.
• Screens telephone calls, greets visitors, and responds to general inquiries.
• Schedules appointments, plans meetings, keeps phone logs, maintains calendars, coordinates travel arrangements and processes credit card and expense reports for Senior Management Team
• Coordinates events for station(s) and management meetings.
• Assists Finance with EEO functions for the market.
• Handles confidential matters with absolute trustworthiness; ensures interactions and transactions are ethical and convey integrity.
• Anticipates and interprets the needs of management staff without direction.
• Arranges for back-up when not at desk.
• May assist with market digital sales support.
• Assist Market President and leadership executives with special projects as needed
• Help arrange and coordinate meetings for company and conference events
• Own inventory management to track partner ticketing and unique assets across all events through internal inventory system and provide weekly updates to key teams
• Filing, UPS/Fed Ex mailings, gifts
• Receive and interact with incoming visitors
• Liaise with internal staff at all levels
• Interact with external clients
Education and Experience
• Usually at least 3 years’ experience providing support at the executive level
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite (Word, Excel, PowerPoint, SharePoint, etc.)
• Knowledge of standard office administrative practices and procedures
• Bachelor’s degree an advantage
Key Competencies
• Organizational and planning skills
• Communication skills
• Information gathering and information monitoring skills
• Problem analysis and problem solving skills
• Judgment and decision-making ability
• Independent initiative
• Confidentiality
• Attention to detail and accuracy
• Flexibility and adaptiveness to change
• Travel as required for company and conference events