Executive Assistant

An Advertising company in Westwood is hiring an Executive Assistant to support the CEO on a contract-to-hire basis. As the Executive Assisat, you will be the right hand to the CEO in a fast-paced company. The ideal candidate should be comfortable working in an ever-changing environment, demonstrate impeccable communication skills, and have the ability to effectively manage and prioritize tasks.

Key Responsibilities:

1. Provide full administrative support to the CEO including managing an evolving calendar of appointments; scheduling meetings, conferences, teleconferences, and travel.
2. Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO.
3. Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determine and recommend an appropriate course of action, referral, or response.
4. Prepare and edit correspondence, communications, presentations, and other documents.
5. Coordinate project deliverables and follow-up with the necessary parties for execution/discussion.
6. Maintain discretion and confidentiality in relationships with all board members and staff.
7. Assist in coordinating the agenda of senior management team meetings and off-sites, and even department-wide events.

Qualifications:

1. Bachelor’s Degree or equivalent experience.
2. Previous experience supporting C-level executives, preferably in a media entertainment company.
3. Proficiency in Microsoft Office Suite (Word, PowerPoint, and Excel)
4. Exceptional organizational skills and impeccable attention to detail.
5. High degree of professionalism and strong ability to handle confidential information.
6. Excellent interpersonal, written and verbal communication skills.
7. Ability to meet deadlines, prioritize assignments, and juggle multiple tasks simultaneously.
8. Willingness and ability to work a flexible schedule when needed.

• Minimum of 3 years experience as an Executive Assistant or similar role
• Proficiency in ADP - Financial Services for managing payroll and other financial tasks
• Familiarity with Cisco Webex Meetings for coordinating and conducting virtual meetings
• Experience with Concur for managing travel and expenses
• Proficiency in CRM software for managing customer relationships and interactions
• Knowledge of Kronos Timekeeping System for tracking employee time and attendance
• Experience with About Time for efficient project management
• Superior calendar management skills, including the coordination of complex executive meetings
• Excellent communication skills, both written and verbal
• Experience in managing conference calls and ensuring smooth communication during such calls
• Ability to handle and prioritize correspondence from various sources.