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Executive Assistant/Office Manager
iHeartMedia
Phoenix, AZ, United States
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Job Summary:
Performs administrative and office support activities for multiple supervisors.
The Executive Assistant is responsible for providing exceptional administrative and project management support. Oversees special projects, organizes & coordinates meetings and is the office Manager for the Phoenix Office.
Job Responsibilities
• Completes a broad variety of administrative tasks for Executives including, but not limited to managing an active calendar of appointments, managing & organizing meetings, completing expense reports, composing and preparing correspondence that may be extremely confidential at times and, arranging complex and detailed travel plans, itineraries and agendas.
• Plans, coordinates, and ensures the executives’ schedule is followed and respected.
• Works closely and effectively with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Makes appropriate changes to the executives’ schedule as conflicts arise.
• Coordinates the agenda and minutes for meetings, off-sites and all-staff meetings.
• Anticipates the needs of the executives when they are out of office and provides up-to-date check-ins and daily itineraries.
• Serves as the main point of contact for the Phoenix Office in onboarding new hires to the facility
• Coordinates Corporate and Branch functions and events
Required Skills
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff and external partners.
• Exceptional written and verbal communication skills and ability to handle confidential matters with the utmost discretion.
• Emotional maturity and confidence.
• Ability to work effectively independently and work with a sense of urgency to accomplish results.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Forward-looking thinker who actively seeks opportunities and proposes solutions.
• Demonstrated passion for excellence and developing high level of trust with C-Level executives.
• Must maintain a positive and upbeat attitude even when faced with challenges.
• Ability to exercise strong judgment in a variety of impactful situations and be able to maintain a realistic balance among multiple priorities.
• Able to work flexible hours to support executive travel.
Education/Experience
• Bachelor’s degree or an equivalent combination of relevant education/training and applicable job experience.
• A minimum of 2 years of experience supporting Management.
• Experience and interest in internal and external communications.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
Required Competencies
• Functional/Technical Skills -Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
• Dealing with Ambiguity- Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture
• Getting Organized- Is well organized, resourceful, and planful; effective and efficient at marshalling multiple resources to get things done.
• Action Oriented -Enjoys working hard; is action oriented and full of energy for the things he/she sees as challenging.
• Communicating Effectively -Writes and presents effectively; adjusts to fit the audience and the message; strongly gets a message across.
Physical Demands
The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job:
• Employee must have the ability to sit and/or stand at a desk for a minimum of 8 hours a day and complete tasks requiring repetitive use of hands
• Employee must have the ability to see written documents, computer screens and to adjust focus
• This job is performed in a temperature controlled office environment
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
LOCATION
Role will be based at the Clear Channel Outdoor office in Phoenix.