Executive Assistant Job in New York 10001, New York US
Under minimum direction and acting with considerable independence the Executive Secretary, performs advanced, diversified and confidential administrative and secretarial support to the President of National Ad Sales. This position requires a broad and comprehensive experience, skill and knowledge of organization policies and practices and has an understanding of the operation of a sales or marketing department.
DUTIES AND RESPONSIBILITIES
1. Answers and screens the President's telephone calls and visitors. Ability to handle inquiries and/or refer them to the appropriate party. Reviews and answers mail and email inquiries and determines if the President's action is required. Refers routine matters to appropriate person for action and follows up to ensure completion.
2. Schedules and maintains the President's calendar of appointments, meetings and travel itineraries, and coordinates related arrangements working across several internal departments to best utilize schedules. Prepares meeting materials, including presentation and reports required by the President.
3. Independently gathers, compiles and analyzes information from multiple sources including the Internet, to prepare reports, and presentations for use of internal staff and external clients. Composes routine and non-routine correspondence, memoranda, reports, etc, which are generally confidential in nature. Creates high quality documents and presentations in excel spreadsheets, word documents and PowerPoint for internal and external presentations.
4. Acts as liaison between the President, her direct reports, and internal and external contacts. Coordinates activities, with direct reports, as well other related departments across AMC and WE that revolve around advertising sales or marketing.
5. Coordinates all paperwork necessary for the President to approve. This includes, but not limited to, on line time sheets, travel and expenses, personnel requisitions, performance appraisals, and authorization payment forms (APF). Follows up with other departments to ensure that requests are carried out and activities are coordinated.
6. Assists sales department with special projects as requested by the President. Acts together with other executive assistants to provide service as needed for special projects.
SCOPE
This position provides complete administrative and some creative support to the President of National Ad Sales by relieving the President of complex details and advanced administrative duties that contribute to the efficient operation of the sales unit. Works fairly independently, receiving a minimum level of detailed supervision and guidance. Maintains close and highly responsive relationship to day-to-day activities of the President.