Job Details
Job Purpose: The C-Level Executive Administrative Assistant's most important function is their ability to keep the C- Level Executives organized, informed, and prepared for anything that comes their way. This role helps the C-Level Executives to make the best use of their time and are relied on heavily to ensure that work is handled efficiently and without the need for constant or direct supervision.
Job Description This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities of this job at any time, with or without notice.
Essential Duties And Responsibilities
- Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting all of the global operations of the business and personal affairs of the CEO as needed.
- Support C-level Executive(s) with administrative and organizational functions such as: screen calls, take messages, draft/proofread business documents, schedule online and offline meetings, coordinate travel/logistics, plan events, and review/respond to email/mail.
- Prepare presentations, reports, spreadsheets, memos, agendas/board meeting materials, marketing materials, emails, letters, manage google calendar, etc.
- Managing the LinkedIn profile and other assigned platform by the COO.
- Communicate with employees, clients, visitors, vendors etc, fielding questions and resolving issues professionally, as requested.
- Deliver superior customer service to internal/external clients while maintaining a high-level understanding of process to facilitate appropriate customer service relation/communication to internal/external clients.
- Maintain effective relationships with Sales, Operations, Accounting, Administration, I/T, etc. or with departments outside of the Office of the COO/President.
- Provide project management support for complex planning and execution of CEO/COO-related initiatives.
- Manage all travel arrangements for C-Suite individuals or groups, including scheduling flights and ground transportation, booking accommodations and handling any other trip-related tasks.
- Organizing all documents in the G drive or Organize and maintain the office filing system in the G-drive or other physical storage area.
- Manage receipts and expense reports.
- Create budgets and pay Personal expenses as needed.
- Coordinate budget activity through tracking, reconciling and processing: payment requests, credit card purchases, reimbursement claims and budget reports.
- Manage American Express Rewards program to ensure the best use of all member benefits and concierge services.
- Manage and maintain all expenses in Concur expense software.
- Actively participate in any research and development activities as needed.
Non-Essential Duties And ResponsibilitiesIn addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements.
- Oversee and review with all inventory management systems (Sortly, Google Sheets for merchandise)
- Optimize and review monthly on all internal administrative systems (Lastpass, G-drive, hard files)
- Perform additional duties as necessary and as assigned by executives.
- Assist with special projects professionally and personally as requested.
- Liaison for code compliance and permitting to both buildings (2048 & 2045)
SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITYThe individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
KNOWLEDGEThe individual must have the following level of education, experience and training proficiency in the following areas:
Education/Training- High School graduate or equivalent preferred X _ required
- At least 2 year college (associate) degree preferred X _ required
- Bachelors degreeX preferred_ required
- Advanced degree specifypreferred required
Experience: - Three to five years' experience in administrative support to C-Level executives, celebrities or high-profile individuals.
- Experience with Concur Expense, Travel, and Invoice system preferred.
- Strong knowledge of Excel, Word, PowerPoint, and Adobe Acrobat and Mac products and comfortable with technology overall.
SKILLS & ABILITIESThe individual must demonstrate the following specific skills and abilities:
- Fluent in English and Spanish speaking, reading, writing, and understanding.
- Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and G-Suite.
- Ability to communicate effectively at all levels to build strong, effective teams of people.
- Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly.
- Excellent communication, organizational, project management, and interpersonal skills.
- Excellent attention to detail, strong critical thinking skills using great judgement.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Excellent calendar management and time management skills.
- Sharp and driven with an unshakeable work ethic.
- Maturity, discretion, and professionalism in regards to confidential information.
- Resourceful team-player, with the ability to be effective independently.
- Due to the cyclical nature of the entertainment & music industry, employees may be required to work varying schedules to reflect the business' operational needs. In addition, attendance at all scheduled training sessions and company meetings is required.
- Ability to function well in a high-paced environment.
AMERICANS WITH DISABILITY SPECIFICATIONS Physical Requirements: The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical DemandsWhile performing the duties of this job, the team member constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
Frequency Key: Rare <25% , Occasional 25%-50%, Frequent 50%-75%, Constant 75%-100%Move, Transport, Position, Place, Install, Remove Occasionally move, transport, position, place, install, remove up to 25 pounds.
No Moving, Transporting, Positioning, Placing, Installing, Removing Required.
Mobility Describe the type(s) of required bending and/or kneeling to include when, why and how often.
Constantly positions self to operate computers in office machinery, reach filing systems including under the desks and in the server areas.
Frequently move about inside the office to access file cabinets, office machinery, etc and outside the office for communicating with other team members and executive members.
Stairs: Up to approx. 25 Occasionally
Ladders: Up to approx.3feet rarely for office supply management.
Stationary/Continuous PositionRarely required to continuously stand; walk.
XNo Continuous Standing Required.
Driving Occasional Driving is necessary.
No Driving Required.
Work Environment Inside: Constantly
Outside: Rarely
Abnormal temperature exposures: No abnormal temperature exposures will be present.
Sensory DemandsConverse _XCritical Moderate Minimal
Explain: Specific ability to communicate, converse, comprehend and decipher and exchange information with leadership team, team members, vendors, business partners or guests.
Observe _XCritical Moderate Minimal
Explain: Specific abilities required by the job include observing data and information for analysis.
Literacy XCritical Moderate Minimal
Explain: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of complex instructions and deal with them in a caliber manner.
Chemicals/Agents Describe any chemicals/agents to include what they are, warnings and frequency of use.
Cleaning agents for area disinfection and general cleanliness may be used.
X No Chemicals/Agents Used.
Protective Clothing Type:
XNone Required.
Equipment Operation List type of equipment and frequency of use.
General office equipment will be used and maintained according to manufacture instructions. Equipment may include but will not be limited to Computer, Desktop, Phone System, Fax Machine, Copy Machine, Printer, Scanner, Calculator, Postage Meter.
None Required.
Environmental ConditionsNone of significance
Mental DemandsDue to the overall scope of this position, there will be a number of projects and situations occurring simultaneously. The ability to multi-task to manage several projects in a fast paced environment is critical.
"Rich Music and all affiliates are an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law."