Spectrum - Burbank, CA
posted 2 months ago
The Executive Assistant is a key role responsible for providing comprehensive administrative support to ensure the smooth and efficient operation of the executive's office. This role requires a high level of professionalism, discretion, and organizational skills, as well as the ability to interface seamlessly with internal and external stakeholders. The Executive Assistant will be responsible for coordinating meetings and schedules, planning department events, maintaining and organizing calendars, making travel arrangements, processing business expenses, managing files and office facilities, running reports, internal and external correspondence, fielding calls to the appropriate parties, and handling other administrative duties as required. In terms of meetings, schedules, event planning, and travel, the Executive Assistant will manage and coordinate complex calendars, including scheduling and confirming meetings, department events, and appointments. This includes sending invitations, organizing technical requirements, preparing documents as needed, and ensuring food is ordered and rooms are reserved both on and off the lot. The role also involves setting and reviewing schedules, anticipating and proactively resolving conflicts to ensure efficient use of time. The Executive Assistant will arrange domestic and international travel as needed, including processing business expenses, and must be able to manage potential conflicts of schedule or priorities with discretion. As an office administrator, the Executive Assistant will be responsible for various tasks including answering phones, sending and responding to correspondence in support of senior leaders, and managing the copiers, kitchen, and file cabinets in the office. They will coordinate file transfers, logistics, and shipments between various locations, order supplies, handle computer requests and troubleshooting, reconcile business-related transactions, and maintain up-to-date desk procedures. Strong verbal and written communication skills are essential for this role. The Executive Assistant will represent executives by effectively conveying information through summaries, emails, letters, phone calls, etc. They will maintain various records and documents and handle sensitive information with discretion and confidentiality, providing detailed reports as needed and within the timeframe requested. Additionally, the Executive Assistant will assist in the coordination and management of special projects as assigned by senior leaders, performing other related duties as requested and/or assigned.