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Executive Assistant
AEG
Los Angeles, CA, United States
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Extraordinary events demand settings beyond the ordinary. AEG owns, operates and provides services to some of the most unique and successful facilities in the world, while embodying one simple mission-to provide fans with an experience they will never forget.
AEG Facilities is a stand-alone division of AEG that owns, operates and consults with more than 100 of the industry's preeminent venues worldwide. It has, at its fingertips, AEG's vast network of resources and services, from live event producer - AEG Live, to AEG Global Partnerships, to AEG Digital Media. AEG Facilities is an elite collection of world-class venues with an unmatched level of resources, experience and talent.
The Executive Assistant will support divisional executives (COO, SVP/Managing Director, Global Solutions, VP HR, and VP, Booking) and provide high-level administrative support performing administrative/clerical functions, such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Responsibilities:
• Interacts with the senior level management team, clients, and divisional staff
• Arrange detailed and complex travel arrangements in addition to itineraries (domestic/international)
• Relying on employee's sound judgment and knowledge of the business priorities, employee must manage Microsoft Outlook calendar (scheduling both internal and external meetings) to ensure relevant meetings are scheduled in a timely manner according to those business priorities
• Confirms locations, attendees and time for internal and external meetings; Handles special requests for clients, which may include game tickets, tickets to other events, merchandise, gifts, etc.
• Develops, compiles, analyzes and organizes documentation for review and approval by Senior Leadership;
• Prepares expense reports for multiple executives
• Screens incoming correspondence, calls and responds independently. Prepares and edits outgoing correspondence to include email messages, memos, etc.
• Performs complex and confidential administrative responsibilities.
• Plans, executes and attends social events for the department
• Upon request will be expected to attend events to facilitate relationship building and provide support to senior leadership which may include welcoming distinguished guests and facilitating a hospitable environment
• Responsible for special event planning and/or logistics related to events, included overseeing budget and expenses, internal/external resources, and ensuring all expenses are accounted and logged
• Responsible for preparing all details related to meetings. This includes but not limited to developing the agenda, preparing the meeting room - making sure the room is set up with equipment (phone, computer, screen, projector, etc), catering is delivered, water/coffee is available, etc. and providing the executive with a briefing prior to the meeting and after the meeting.
• Other duties as assigned
Qualifications:
• Bachelor's Degree
• 5 years' experience in an administrative role
• Must have strong proficiency with Microsoft Excel, Word, PowerPoint and Outlook
• Must be able to handle confidential and sensitive information with a high level of discretion
• Must have flexibility to work late hours, early mornings and/or weekends as needed
• Must have strong independent thinking, reasoning, problem solving and decision making skills
• Must possess a strong ability to manage one's own time, prioritize tasks when given clearly defined goals and objectives and be self-directed and able to work independently
• Must have the ability to demonstrate uncompromised judgment and discretion with regard to interpersonal relationships
• Must have a strong sense of self-awareness and emotional intelligence
• Must have truly outstanding customer service and interpersonal communication skill
• Must be flexible and reliable team player, both within own department and within company as a whole
• Must possess strong communication skills
• Must be comfortable with engaging in a variety of different communicative modes (verbal, non-verbal and written) and being attuned to others through strong active listening skills
• Must be able to identify problems, their sources, and their potential solutions while continuing to successfully conduct day -to-day operations without interruption
• Must have a strong command of reasoned, measured decision-making based upon analyzing the pros and cons of each potential decision to be made.
• Must be self-directed, highly organized and able to prioritize duties between multiple executives