Our client, a leading entertainment company, is hiring an Executive Assistant on a contract basis.
Job ID #: 80791
Work Location:
Chicago, IL (Hybrid Working Model)
Summary:
The Executive Sales Assistant supports the President of Media Sales. We are looking for a highly organized and proactive Executive Assistant to offer comprehensive support to our C-Suite Executive. The ideal candidate possesses a strong understanding of travel logistics, exceptional communication skills, and the ability to anticipate the executive’s needs. The client is seeking someone who is a team player and takes initiative on both daily tasks and large projects.
Responsibilities:
· Manage travel arrangements including, itineraries, car services, hotel communications, and has an
excellent understanding of different time zones both domestically & internationally.
· Create and maintain the President’s meeting calendar. Schedule and manage 7-10 meetings daily. Keep up with cancellations, reschedules, and time overruns on the calendar.
· Efficiently manage the President’s overall schedule; daily, weekly, monthly.
· Create a daily schedule for the President to review and email the prior evening,
· Connect calls and send meeting links to cellphone when executive is on the road.
· Understands technology and can troubleshoot basic functions and programs; email attachments, PowerPoint, Zoom links, and other digital meeting platforms.
· Demonstrates tech-savviness and the ability to respond quickly to technology requests.
· Can manage President from afar—constant communication when not working in office together.
· Acts as a liaison for internal and external contacts. Understands the client’s directory and contacts outside of the organization— understands executive’s network; BET Executives, board members, personal friends/family, etc.
· Assists in the preparation of speaking engagements and can transcribe/dictate letters and emails.
· Assists with special Ad Sales projects.
· Confidently interacts with high-level executives and clients.
· Handles expense management and corporate cards. Completes monthly expenses, gathers receipts, and submits reports in Concur.
· Coordinates client entertaining events from venue selection, to creating invites, and managing guest lists and headcount.
· Is available 24/7, understanding that in rare instances the executive may require assistance outside of
typical “work” hours. Must have or be near phone all hours of the day.
· Maintains a confident and calm demeanor and makes independent decisions when necessary.
· Can anticipate the President’s needs proactively.
· Available to attend speaking engagements with President when needed.
· Available and eligible to travel within the USA.
Required Qualifications:
· Proven experience as an executive assistant or in a similar role (8 years+).
· Excellent communication skills both oral and written.
· Excellent organizational and time management skills.
· Strong interpersonal skills, proven ability to work well in a team setting.
· Professional phone demeanor.
· Calendar Management – Proficient in Office 360, Microsoft Teams and Zoom.
· Tech-savvy with the ability to adapt to new technologies and troubleshoot when needed.
· Must have strong proficiency in Concur, Outlook, Microsoft, Excel & Microsoft PowerPoint
· Ability to take initiative, prioritize work under tight deadlines in a fast-paced environment.
· Candidate must be able to pass background check.
· Flexible with overtime as needed.
· Ability to maintain confidentiality and exercise sound judgment.
· A proactive and detail-oriented overall approach to work.
· Professional work attire is required.
· Bachelor’s degree