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Executive Assistant II
Viacom
Hollywood, CA, United States
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Overview and Responsibilities
This position provides administrative support to the SVP of Worldwide Marketing Partnerships.
Responsibilities to include, but not limited to:
• Answers and screens a high volume of phone calls, taking action when appropriate and following up
• Manages calendar and schedules/coordinates daily meetings, calls, and appointments
• Corresponds with high level management and their offices, both internally and externally
• Arranges complex travel plans and itineraries (both domestic and international), compiles documents for travel-related meetings
• Composes and prepares confidential correspondence, reports, and other documents such as expense reports and NDAs
• Manages and distributes scripts and other production related documents
• Coordinates department meetings, prepares agendas, and circulates department information as instructed
• Performs additional administrative duties such as filing, typing, and copying documents
• Covers departmental phones on a regular basis
• Maintains phone log of incoming & outgoing calls
• Keeps records of all legal documents
• Maintains department contact information
• Coordinates conference room requests & bookings
• Maintains vacation requests, as approved by supervisor (to avoid overlap)
• Exports department time sheets (ensure all staff has submitted and approved time sheets)
• Prepares gate passes to ensure visitors are granted access as needed
Basic Qualifications
• Minimum 3 years related experience
• Proficiency with Word, Excel, PowerPoint and internet software
• Familiarity with a variety of industry concepts, practices, and procedures
Additional Qualifications
Desired skills/experience
Bachelor's Degree preferred
• Excellent written, verbal, and interpersonal skills with the ability to interface with staff, other administrators, internal and external customers and executive level management
• Organized and detail oriented with the ability to manage multiple high priorities
Eligibility requirements:
• Interested candidates must submit a resume/CV online to be considered
• Must be willing to submit to a background investigation
• Must have unrestricted work authorization to work in the United States