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Executive Assistant
CBS
New York, NY, United States
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ABOUT US:
CBS Corporation (NYSE: CBS.A and CBS) is a mass media company that creates and distributes industry-leading content across a variety of platforms to audiences around the world. The Company has businesses with origins that date back to the dawn of the broadcasting age as well as new ventures that operate on the leading edge of media. CBS owns the most-watched television network in the U.S. and one of the world’s largest libraries of entertainment content, making its brand - "the Eye" - one of the most recognized in business. The Company’s operations span virtually every field of media and entertainment, including cable, publishing, radio, local TV, film, outdoor advertising, and interactive and socially responsible media. CBS’s businesses include CBS Television Network, The CW (a joint venture between CBS Corporation and Warner Bros. Entertainment), Showtime Networks, CBS Sports Network, TVGN (a joint venture between CBS Corporation and Lionsgate), Smithsonian Networks, Simon & Schuster, CBS Television Stations, CBS Radio, CBS Outdoor, CBS Television Studios, CBS Global Distribution Group (CBS Studios International and CBS Television Distribution), CBS Interactive, CBS Consumer Products, CBS Home Entertainment, CBS Films and CBS EcoMedia.
DESCRIPTION:
The Executive Assistant will support 3 VPs in the Information Solutions & Technology department (IS&T).
The primary responsibility of the executive assistant is to provide high level administrative support to relieve executives of administrative duties. This includes coordinating messages, appointments, and information to callers, preparing reports and memorandum, scheduling meetings, planning business trips, submitting expense reports, answering phone calls, ordering department office supplies, and managing information requests by the team. This position also involves handling of confidential information which requires discretion and diplomacy.
Responsibilities:
• Manage the calendar, requiring interaction with both internal and external executives and assistants, to coordinate a variety of complex executive meetings.
• Interact with executives, managers, and their support staff in order to schedule meetings, answer general queries, take and distribute notes, and distribute materials for review before meetings.
• Organize and track the executive’s task list; ensure that the executive is aware of schedules and upcoming tasks.
• Prepare materials for presentations and take minutes during select meetings.
• Manage contact from and organize meetings with vendors.
• Review and summarize miscellaneous reports and documents, research and prepare background information.
• Read, process, and prioritize incoming and outgoing mail on behalf of the executives.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
• Arrange travel schedule and reservations for executive management as needed. As the executives embark on frequent business trips, the executive assistant will arrange travel plans including: booking flight tickets, arranging accommodations, reserving car rentals, communicating travel information to the VP and resolving any scheduling problems.
• Answer incoming calls, take messages, respond to general inquires and redirect callers to correct departments.
• Prepare expense reports and other administrative or ad hoc reports as needed.
• Follow up with vendors and staff to resolve outstanding invoices/issues.
• Assist with planning and executing onsite and offsite meetings and conferences.
• Order supplies and equipment.
• Handle other requests from executives as needed.
• Facilitate record keeping and filing.
• Manage office facilities which includes reaching out to vendors to address issues.
QUALIFICATIONS:
• 5+ years of experience supporting at the executive level.
• Undergraduate degree, a plus.
• Ability to interact with people at all levels with diplomacy, tact, and helpfulness.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Experience assisting management with the creation of PowerPoint presentations.
• Significant experience with MS Office, including Word, PowerPoint and Outlook, Proficient in Excel.
• Experience scheduling travel arrangements for management.
• Professional demeanor while under pressure, flexible, proactive, resourceful and efficient.
• Strong verbal and written communication skills.
• Excellent judgment and attention to detail are essential as is the ability to work independently with little or no guidance.
• Experience working in an IT department a plus.
• Experience working with governance teams (legal, finance, compliance) a plus.
EEO STATEMENT:
Equal Opportunity Employer Minorities/Women/Veterans/Disabled