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Administrative Assistant
Condé Nast
New York, NY, United States
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The Administrative Assistant is a critical member of the Condé Nast Entertainment. This individual will support the Vice President of Finance and Planning, Vice President of Business Affairs and Head of Video Data & Growth. This role will be responsible for all administrative needs and will act as a key liaison between Condé Nast Entertainment and all other internal groups.
Primary General Responsibilities:
• Support appropriate VP of Finance and Planning, VP of Business Affairs and Head of Video Data & Growth in calendar management including fielding meeting requests, booking locations, coordinating availabilities, and booking large and small internal and external meetings.
• Set up conference calls, WebEx, conference rooms, and guest security access for members of the CNÉ leadership team as assigned.
• Assist with meeting preparation by printing, scanning and occasionally shipping materials as needed.
• Field inquiries and requests from internal and external individuals including Executives, Executive Assistants, and vendors.
• Meet and greet incoming guests and direct them to the appropriate teammates.
• Book travel including flights, lodging, rental cars, car service/taxi, and trains.
• Complete, track, and audit expense reports using PeopleSoft.
CNÉ Office Operations Responsibilities:
• Attend weekly ops meetings to discuss office updates, upcoming events and share best practices with other assistants/coordinators
• All Assistants and Entertainment Associates for CNÉ are members of the Office Operations Team and responsible for CNÉ meeting/event setup including: All-Hands meetings, Holiday parties, periodic stocking/restocking of snacks at 222, and any other activity that involves all of the CNÉ team
• Conference room calendar management for CNÉ events
• Events/meeting management for respective team
• Work with other assistants on weekly food ordering/restocking for the CNÉ team
• Regular supply ordering/restocking for CNÉ as per operations team schedule
Requirements:
• Demonstrated 1-2 years administrative/office experience as an Administrative Assistant
• Passion for digital media
• Proficiency in Microsoft Office Suite specifically, Word, Excel and PowerPoint and Outlook email and calendar management
• Positive attitude & dedication to excellence and proactive nature
• Superior organizational skills, detail oriented, and punctual
• Thrives in a fast-paced, deadline-driven environment
• Ability to anticipate the needs of his/her direct reports
• Strong verbal and written communication skills; ability to think critically
• Discretion and confidentiality