How we LEAD:
Publicity is looking for an Administrative Assistant who has superior attention to detail, great organizational skills, the ability to meet tight deadlines and juggle multiple critical requests. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is important. Must be very efficient and highly attuned to the smallest of details, as well as being able to multi‐task and work on tight deadlines in a high‐pressure environment is crucial. A “can‐do” attitude is essential.
How you’ll CREATE:
Arrange meetings and conference calls via telephone and email
Cover phone lines and manage/update calendars
Coordinate and prioritize incoming verbal and email requests
Book travel, accommodations, & transportation
Maintain a strong working knowledge of employees, and important external contacts
Work closely with other administrative assistants and occasionally cover their phone lines
Exercise discretion when patching calls, rolling calls, and interrupting meetings
Regular meeting prep, coordination, and notes
Greet meeting participants
Order and set‐up food service for meetings
Promptly address any IT issues
Interact with vendors and promptly process invoices
Create and send grammatically/punctually correct internal/external company communication
Monthly expenses, reconciliation, and processing such as travel & entertainment expenses
Order office supplies, make restaurant reservations, and approve expenses
Additional duties as assigned
Bring your VIBE (Skills)
3 years of experience as an administrative assistant
Experience supporting more than one executive is preferred
Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management
Ability to interact comfortably and effectively with external partners and clients
High attention to detail, excellent follow‐through, problem‐solving and organizational skills
Self‐motivated, proactive, and resourceful
Flexible – able to adjust to changing priorities, and able to multi‐task
Excellent customer service skills
Excellent time management skills
Excellent written and verbal communication
Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products
Creative skills a plus (Adobe Creative Suite, Keynote)
Music or entertainment experience a plus
Ability to sit and stand for long
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