Executive Administrative Assistant

Who are we hiring?

The Executive Administrative Assistant is responsible for providing high-level administrative support to two senior executives at Sphere Entertainment. This role includes managing correspondence that is often confidential in nature, preparing research and materials, screening incoming phone calls and mail, communicating on behalf of the executives, and acting as a key “gatekeeper.”

The position also supports more complex responsibilities such as coordinating intricate travel arrangements, organizing and facilitating complex meetings, and designing and preparing presentations and other materials for executive use.

In performing these responsibilities, the Executive Administrative Assistant must develop a strong understanding of each executive’s working style, priorities, and preferences, and use that knowledge to effectively manage their calendars and daily workflows. The EA is expected to take on delegated tasks that allow the executives to focus on strategic priorities, complete those tasks with minimal disruption, actively listen and resolve issues as they arise, and anticipate the demands of a fast-paced environment.

Overall, the Executive Administrative Assistant is expected to uphold the highest standards of performance, reliability, discretion, and professionalism.

What will you do? 

• Coordinate and arrange Executive’s meetings and schedules in an always shifting schedule.
• Manage schedules and workdays across east and west coast offices
• Monitor travel schedule and adjust when needed
• Prepare and distribute meeting agendas and take and distribute meeting notes
• Work collaboratively and efficiently with the other Executive and Administrative Assistants to ensure all team members have the necessary information.
• Anticipate all contingencies and be strategic in prioritizing tasks undertaken. 
• Work as part of a high touch team by providing regular communication and fostering a high level of collaboration, teamwork and cooperation. 
• Carry out regular and continual review of emails, phone calls, and other forms of correspondence and then identify the appropriate follow up action.  
• Coordinates all paperwork necessary for the Executives to approve. This may include, but is not limited to: travel and expenses, personnel requisitions, performance appraisals, personnel action forms (PAF) and authorization payment forms (APF). Follows up with other departments to ensure that requests are carried out and activities are coordinated
• Prepare comprehensive travel itineraries and contact lists specific to each trip and orchestrate all necessary arrangements. 
• Manage sensitive, highly confidential, and proprietary information with discretion and the utmost level of confidentiality. 
• This individual will need to be available outside of normal business hours in order to accommodate required schedules.

What do you need to succeed? 

• Candidates must have a minimum of 5+ years hands on experience expediting projects in support of a Senior executive in a complex organization, preferably within the software development or entertainment industries. 
• Candidates should be well-organized and detail-oriented with the ability to multi-task with a track record as a strategic thinker capable of foreseeing impact of simultaneous projects.  
• Experience managing a highly changeable calendar with extreme tact and diplomacy.  
• Demonstrated ability to quickly learn the organizational structure and the objectives of the team as well as dealing with complexity and ambiguity within a large, matrixed organization.  
• Able to maintain confidentiality and professionalism at all times.  
• Strong judgment, decision making, time management, and prioritizing skills.  
• Must be energetic, positive, outgoing, and resourceful.
• Highly proficient in Microsoft Outlook, Excel, and Word, with advanced PowerPoint capabilities, including designing and formatting executive presentations and presentation materials.

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