Executive Assistant

Description

The Executive Assistant is responsible for providing administrative support to the CFO and COO. This includes calendar coordination, expense management, travel management, time reporting, and other executive support tasks. Additionally, the Executive Assistant may assist other members of the executive management team as time allows and perform general administrative duties typical for the role. This position requires strong organizational skills, attention to detail, discretion, and the ability to manage competing priorities effectively. The Executive Assistant will work in close collaboration with a small team of Executive Assistants.

Requirements

• Proven experience as an Executive Assistant or similar role supporting senior executives (3+ years)
• High integrity with the ability to handle confidential and sensitive information
• Exceptional organizational and time management skills
• Strong communication skills, both written and verbal
• Proficiency in MS Office Suite, travel management, and expense reporting tools
• Ability to work independently and prioritize tasks efficiently
• Experience coordinating with multiple stakeholders across time zones

Supervision Received

The Executive Assistant will work independently while maintaining close collaboration with the CFO and COO. Guidance will be provided for priority tasks, but the individual is expected to proactively identify and address administrative needs.

Responsibilities

The Executive Assistant plays a vital role in ensuring operational efficiency and supporting the leadership team. Key responsibilities include:

Executive Support:

• Manage complex calendars, including scheduling meetings across multiple time zones
• Coordinate travel arrangements, including booking flights, hotels, and transportation
• Prepare and process expense reports in a timely manner
• Support time reporting and monitor deadlines for approvals
• Handle confidential correspondence and communications with discretion

Administrative Coordination:

• Plan and coordinate corporate meetings
• Support document preparation, formatting, and distribution
• Assist with email management for the supported executives if requested
• Serve as the primary point of contact for executive scheduling conflicts and resolutions

General Office and Team Support:

• Assist other executives within the leadership team as availability allows
• Partner with HR, IT, and other departments to onboard new hires within the executive team, if requested
• Support event planning for company and team gatherings as needed

Additional Duties:

• Develop and maintain strong relationships with internal and external stakeholders
• Act as a liaison between the executive team and other departments
• Track and monitor project deadlines and deliverables for the leadership team
• Ensure smooth communication and effective prioritization of tasks for supported executives

Benefits

Across Vizrt, we all work with our shared purpose in mind; to deliver more stories, better told. That is because we believe that stories have the power to impact not just the audience, but the teller as well. A well-crafted and well-delivered story can change the world. We strive and innovate to deliver the best software-defined visual storytelling tools to the world’s storytellers across broadcast, media, public service, enterprise, not-for-profit, education, health, houses of worship, in fact wherever there is a need to educate, entertain or inform. Because that is what stories do, it is why they are important.

4 billion humans see the stories that our customers tell every day. So, for us diversity is not an optional objective, it is a simple reality. Our customers’ customers are diverse, our customers are diverse, Vizrt gains strength from being diverse.

It is true that we hold our diversity to be essential, it is something we constantly nourish and pay attention to, but it is not something we take for granted. We do not tolerate discrimination or harassment. We champion inclusion and we value each other’s stories, and we relish their telling.

We offer a comprehensive benefits package that includes:

• Health Insurance: Comprehensive medical, dental, and vision insurance plans to keep you and your family healthy
• Paid Time Off: Generous vacation days, sick leave, and holidays to ensure you have a work-life balance
• Professional Development: Opportunities for ongoing training

Join our team and take advantage of these benefits while working in a dynamic and supportive environment

Recruitment Process

• Recruiter Screening
• Team Interview
• Case Interview
• Final Interview