Executive Assistant in Atlanta, GA at Cox Media Group

Date Posted: 1/10/2020

Job Snapshot

Job Description

The Executive Assistant provides a wide range of administrative support to the SVP, CIO and SVP,Digital.

The Executive Assistant demonstrates a high level of integrity, professionalism and confidentiality, handling sensitive and confidential information with tact, discretion and judgment.  A high degree of responsiveness and independent judgment is required to plan, prioritize, and organize in a fast-paced, rapidly changing environment.

SPECIFIC RESPONSIBILITIES:

  • Manage appointment schedule by planning and scheduling meetings, conference calls and travel, both domestic and international.
  • Responsible for overall calendar management, requiring interaction with both internal and external executives and assistants.
  • Arrange all travel, both domestic and international, and all accommodations, including comprehensive and detailed itineraries.
  • Manage inbound telephone calls and voicemails and answers/directs inquiries.
  • Reviews, logs and prioritizes communications including phone and replies directly to general non-technical inquiries or brief correspondence, as appropriate.
  • Welcome guests by greeting them, in person or on the telephone; answering or directing inquiries.
  • Coordinate scheduling of meetings and conference rooms, including catering and conference room set up as needed.
  • Plan and support group meetings at office and offsite locations, including arranging all conference room and site details, catering, room setup and managing the agenda.  Consult with Events team for cost savings/efficiencies.
  • Coordinate onboarding of new employees (Director+ level), including office space, equipment and supply procurement and scheduling of onboarding meetings.  Assist others in department as needed.
  • Assist with team-building events, including origination of idea and coordination of facility, travel, food and lodging accommodations (as needed).  Consult with Events team for cost savings/efficiencies.
  • Provide support for executive meetings and/or large meetings (including copies, ordering tchotchkes, etc.)
  • Assist with department budget as needed.
  • Order specialty-item office supplies as needed.
  • Maintain team calendar (special events, birthdays, etc.).
  • Assist with assembly of weekly status reports.
  • Coordinate office moves with facilities and other EAs.
  • Prepare and manage expense reports.
  • Collect and analyze data and prepares memos, PowerPoint presentations, reports and spreadsheets.
  • Ability to produce accurate and timely information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics.
  • Attend staff meetings on as-needed basis.
  • Prepare executives for their activities, including providing background information for meetings, special activities and presentations.
  • Maintain employee reference lists and organizational charts for supported departments.
  • Integrate into the Executive Assistant community and promotes/maintains professional relationships with administrative staff.
  • Serve as a backup for other assistants, as necessary.
  • Assist with special projects as needed.

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Job Requirements

REQUIRED QUALIFICATIONS:

  • Minimum 5 years executive-level administrative or comparable experience
  • Must be highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook
  • Proficiency with digital devices and files and an aptitude to quickly learn new technologies a plus
  • Must be able to maintain the highest level of confidentiality
  • Resourceful self-starter with ability to work with minimal supervision
  • Demonstrated ability to handle multiple tasks simultaneously
  • Exceptional organizational skills required
  • Detail-oriented a must
  • Command of spelling, punctuation and grammar and proofreading
  • Professional demeanor and telephone manner essential
  • Ability to prioritize and work independently
  • High level of communications skills to interact with senior executives and external professionals