Executive Administrative Assistant

Who are we hiring?

The Executive Administrative Assistant (EA) provides complete administrative support to the EVP Global Head of Venue Ops & Development as well as the SVP General Manager of Sphere, requiring a thorough knowledge of the departments’ language, policies, and practices. The EA maintains close and highly responsive relationship to day-to-day activities of the EVPs and other key members of the company. Assignments generally involve work of a complex nature that assists EVPs in ensuring the efficient operation of division(s) under minimum supervision. The EA will be required to develop an acute understanding of the EVP’s work style, requirements, and preferences, and to utilize this understanding to perform tasks with minimal disruption to the EVP, to actively listen and resolve problems, and to anticipate and meet the challenges of a fast-paced environment. In summary, the EA is expected to conform to the highest standards of performance, dependability, and professionalism. 

What will you do?

• Manage sensitive, highly confidential, and proprietary information with discretion and the utmost level of confidentiality and integrity.  
• Handles complex inquiries, receives and directs applicable visitors, and sorts and distributes mail.
• Maintains departmental files and keeps records.
• Schedules and maintains the EVP’s calendar of appointments, meetings, and travel itineraries. Prepares any necessary information for meetings and ensures EVP receives all necessary information in advance. Takes notes during meetings, compile reports and processes documents of a complex and confidential nature. Prepares and proofreads correspondence, reports, and other materials.
• Prioritize functions and appointments, ensuring that meetings, deadlines, presentations and other duties of the business are accomplished, seamlessly.  
• Coordinate logistics for special business events and projects; help locate and obtain information & resources; anticipate and prepare materials as needed.   
• Work collaboratively with the other Executive Assistants to ensure Senior Leadership receives necessary information and support.
• Acts as liaison between the EVP and their direct reports, as well as internal and external contacts. Responds to issues and tasks involving the administrative functions of the office that do not need to be brought to the attention of the EVP. Handles these situations in a timely and efficient manner.
• Coordinates all paperwork and digital vendor invoices necessary for the EVP to approve. This includes, but not limited to, travel and expense reports, PTO requests and vendor requisition requests. Follows up with other departments and external vendors to ensure that requests are carried out in a timely manner and activities are coordinated.
• Assists in communicating all company-wide employee initiatives including but not limited to employee performance and career development programs and follows up with applicable employees to ensure full departmental participation.
• Perform other general duties as assigned to support the organization. 

What do you need to succeed?

• At least seven (7) - ten (10) years of experience as an assistant or secretary, preferably at executive level
• This person must have the ability to quickly learn the organizational structure and the objectives of the team as well as deal with complex and ambiguous matters within a large matrixed organization.   
• The ideal candidate must be highly flexible, resourceful, stress tolerant, assertive and self-motivated, with an ability to work independently as well as in a team setting.  
• Able to always maintain confidentiality and professionalism while using sound business judgment. 
• Excellent knowledge, with proven experience with Microsoft Office and other software applications, specifically Word, Excel, PowerPoint, Outlook, Concur, and Coupa, etc.
• Proven logical skills, well organized and detail oriented with the ability to multi-task and have a proven track record as a strategic thinker capable of foreseeing impacts of simultaneous projects.
• Ability to work in a fast-paced environment while maintaining a positive and kind demeanor.
• Ability and confidence to speak with all employee levels and engage with internal and external clients/guests.
• Bachelor’s degree preferred.
• Strong oral, written and non-verbal communication skills, ability to interact with all levels in the organization. 

Special Requirements

• Ability to work a flexible schedule inclusive of days, nights, weekends, and holidays. 

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