Executive Assistant in Glendale, CA at Volt

Date Posted: 9/2/2021

Job Snapshot

Job Description

Calling all Executive Assistants!

Volt is seeking an Executive Assistant for an Iconic Fortune 500 conglomerate. This role is responsible for day-to-day coordinating of internal and external events for the VP and their team, scheduling meetings and webinars, booking varying travel arrangements, managing expenses, and overall cross-department collaboration. This role will also provide support to the VP through account research on category companies and their brands to best inform and update the team on overall news, media spend, industry trends, and marketing campaigns. This is a remote temporary contract for the next 3 months in the Burbank and/or Glendale area.

Key Responsibilities:

• Interface with employees for information, research, administrative materials, meetings, etc.
• Heavy telephone and meeting contact with internal and external contacts, with excellent communication skills (both written and verbal)
• Order catering for internal and external meetings within offices and venues
• Process expense reports; book/coordinate travel for VP and other personnel as needed
• Prepare and type documents (presentations, itineraries, sales one sheets); administrative duties to facilitate team success, such as designing meeting cadence, documentation, and running off sites/large customer meetings
• Work on ticket requests for clients with ticketing team from initial request to fulfillment
• Management of administrative special projects as required
• Keep office updated via mass email on notices around HR, benefit announcements, building changes and unique opportunities company-wide
• Renew memberships and subscriptions
• Assists with specific projects/tasks as requested

Basic Qualifications:

• A minimum of 3-5 years of experience providing executive support to a senior executive and/or team of executives
• Experience organizing and maintaining the calendar of a busy executive

Preferred Qualifications:

• Mastery of SAP processing tools, including but not limited to Travel & Entertainment Proxy (T&E), Casual Buyer (Shopping Carts & AP Uploads for POs & invoice processing), Time Processor and Cost Center
• Experience working in a fast paced sales/marketing environment; some interest in the sales and marketing function

• Brand Marketing experience with a large company is preferred


Skills & Abilities Required:
• Advanced computer skills in PowerPoint, Word, Excel, Outlook, and G-Suite
• Excellent attention to detail, accuracy, and follow-up confirmations
• Excellent verbal and written communication skills including demonstrated telephone etiquette skills
• Ability to assume responsibility, function effectively in team environment or independently, with minimal supervision
• Ability to multi-task, prioritize and work well under pressure
• Demonstrated proactive problem solving and follow-through skills
• Demonstrated ability to handle confidential and sensitive information

Required Education:

Bachelor's degree required or equivalent work experience

Must Haves:

Able to manage calendars for 2 Executives/previous experience working for Executives in a large company/firm (does not have to be entertainment/Studio), detailed, flexible, someone that wants to understand and learn the business, join meetings, be part of the team, with a vested interest in the business.

Hours:

9:00am to 6:00pm PST (willingness to work a flexible schedule to accommodate overtime as needed)

Come work for the Happiest Place on Earth!