Executive Administration Assistant

Executive Administration Assistant

Administrative support for senior vice president: heavy phones, scheduling, filing, expense
report preparation; scheduling meetings, conference calls. Organize, prioritize and distribute incoming mail; organize incoming project materials; create and update project files; track expense payments; reconcile Corporate AMEX account. Prepare excel spreadsheets for analysis on various projects. Create interoffice communications tools such as routing slips, etc. Create and maintain organized filing system. Photocopy and distribute documents as requested, ensuring proper collation and distribution of materials. Write routine correspondence, draft written documents such as reports, office manuals, presentations and take meeting minutes as needed. Notifies appropriate personnel on status of various projects. Must have strong written skills to prepare correspondence, memos, reports, office manuals, booklets.
Coordinate, prioritize extensive and complex calendars for SVP and VP, anticipating requirements for meetings and appointments. Calendar maintenance on daily, weekly, monthly and yearly levels. Facilitate SVP and VP domestic and international travel, coordinate staff travel as needed, preparing and distributing itineraries, making all logistical arrangements and following up on all related details. Track expenses and create expense reports.
Regular interface with all levels of management; interacting with internal staff, Marketing, PR, Creative Services and external vendors including photographers, reps, production, etc. Maintain and work closely with peers on departmental processes and procedures. Maintain contact lists and computer database of contacts, and cellular phone contacts for S.V.P. Maintain holiday gift card lists, facilitate distribution of holiday cards.
Monitor office supplies and stationary inventory, develop supply orders and approve via Operations manager, facilitate materials distribution. Maintain office CD/DVD and extensive periodicals library and tearsheet files. Schedule and maintain conference/presentation room ensuring that all AV equipment is maintained and operational.
Attend high-level meetings and summarize reports of such meetings for distribution to attendees. Audit routine internal meetings when SVP is out of town and prepare written reports. Attend meetings with SVP and keep minutes, distributing final reports to attendees; schedule and prepare reports of routine office staff meetings.
Plans and executes departmental activities, meetings and events; conducts meeting planning; meeting set up/breakdown, event planning for various types of events and presentations. Prepare meeting materials such as charts, booklets, video, etc. Photocopies and distributes documents as requested, ensuring proper collection and distribution of materials.