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Executive Assistant - Sales and Marketing, Finance
Comcast
Livermore, CA, United States
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Job Summary:
As a highly motivated, multi-tasking 'right-hand' Administrative Assistant, this person will provide dedicated support to Regional Sales & Marketing and Finance Vice Presidents and his/her staff(s). A successful candidate will perform diverse secretarial duties and administrative functions requiring confidentiality, initiative and sound decision-making. Candidates should be motivated, flexible, and approachable, enjoy administrative challenges, and possess a 'can do' attitude. Role requires a person who is a committed team player, proactive, helpful, who can anticipate and solve problems and can communicate well with all levels of staff. Successful candidate will possess excellent organizational skills and have the ability to effectively handle multiple priorities. This position will need a person to adapt procedures, processes and techniques to the completion of assignments and in line with the department's activities and goals.
Primary Responsibilities:
-Be proactive and show initiative. Always look for ways to assist senior leadership in their daily responsibilities freeing their workload to better serve the company.
-Manage every level of detail of the calendars for each area of responsibility by gaining familiarity with meeting purposes and priority levels, rearranging meetings as needed to maintain orderly flow of priorities. This will include on-site and off-site. Make the 'magic' happen discretely behind the scenes, such that it appears effortless.
-Develop strong relationships with the other Administrative Assistants such that rearranging meetings are effectively and easily navigated.
-Due to the global nature of our company and business, be available and alert during 'after-hours' if the need arises.
-This position is highly-visible internally and externally throughout Comcast, and requires excellent presentation skills, communication skills, as well as creativity and a high level of motivation with enthusiasm about the products or services Comcast provides to the public and in-house.
-Make travel arrangements, including flights, transportation, accommodations (temporary and long-term). Prepare daily/weekly travel agendas and manage details to ensure the executive is well prepared as necessary and all last minute changes are managed such that meetings and necessary materials flow effectively.
-Responsible for coordinating and organizing Regional team events.
-Ensure the leader is fully prepared for meetings by planning ahead, considering appropriate attire, and travel times.
-Thoroughly understand how to use the electronic equipment for video conferencing, prepare materials (copies, electronic presentations, etc.), and conference room for meetings. Support all meetings by ensuring the room is prepared properly and ready ahead of the start of the meeting. Take ownership that all goes according to plan for the presenter(s).
-Ensure orderly flow of documents needing approvals and make proper alerts regarding any deadline issues that may arise. Be comfortable enough to push back when requests for signatures come at the last minute and ensure deadlines are 'real.' Ensure requestor had initialed documents, showing his/her endorsement before leaving for the signature.
-Manage credit card reports, coding of expenses, and receipts, such that timely and accurate submissions are made.
-Capability, willingness and relentless pursuit of influencing a strong, ultra-professional culture of dignity and respect for all, with a can-do spirit, and a no-victims attitude where accountability and reliability are essential for survival and are sought rather than avoided.
-Attend staff meetings.
-Answer, screen and transfer inbound phone calls.
-Receive and direct visitors and clients.
-General clerical duties including photocopying, fax and mailing.
-Handle requests for information and data.
-Open, sort and distribute incoming correspondence.
-Maintain office supply inventories as needed.
Core Responsibilities:
• Screens telephone calls, visitors, and letters; answers routine questions and furnishes information.
• Responsible for the coordination and scheduling of internal meetings and presentations; gathers and prepares necessary materials and/or equipment.
• Assures the planning and coordination of the executive's calendar of events; schedules appointments and prepares detailed itineraries, complete with travel accommodations, etc.
• Assures the maintenance of travel and expense account and records, including form preparation and figure reconciliation.
• Displays a strong knowledge of desktop tools such as the Microsoft Suite of Office products and electronic mail systems.
• Regular, consistent and punctual attendance. Must be able to work nights and weekends, variable schedule(s) and overtime as necessary.
• Other duties and responsibilities as assigned.
Job Specifications:
Education Level-High School or Equivalent
Years Experience-Generally requires 5-7 years related experience
Additional Requirements:
-Bachelor's degree preferred
-Proficiency using Microsoft Outlook, Word, Excel and PowerPoint.
-The ability to work efficiently and with high attention to detail on multiple assignments simultaneously.
-The ability to prioritize is essential.
-Professional and polished telephone etiquette.
-Demonstrated excellent problem-solving skills and sound judgment.
-The ability to function independently, while supporting group functions and initiatives.
-The ability to maintain a high degree of confidentiality and discretion in regards to all matters and documents.
Comcast is an EOE/Veterans/Disabled/LGBT employer