Do you have extensive experience supporting a group of high-level executives? Do you stay calm and alert under pressure? Are you enthusiastic, and can you interact with senior levels of management and their team members? If so, then Gearbox Entertainment might have the position that will excite you.
As a member of Gearbox Entertainment, you would work with some of the most talented, creative, intelligent, and fun groups of people in our industry. You would be responsible for the day-to-day workings of multiple executives you support. As the "face" of your executive(s) within Gearbox Entertainment, your professionalism, loyalty, and attitude are a reflection of the office. As such, they are a vital component to its success.
We are looking for a responsible and trustworthy Executive Administrative Assistant to perform various administrative and office management tasks within our growing Gearbox Entertainment team! Duties of the Executive Administrative Assistant include:
- providing support to Executive team members
- assisting in daily office needs
- managing Gearbox's general administrative activities
The ideal candidate will have excellent oral and written communication skills and organize their work using multiple digital tools. If you have previous experience as an Executive Administrative Assistant and familiarity with the video game and interactive media industry, we would like to meet you. Ultimately, a successful Executive Administrative Assistant should ensure the efficient and smooth day-to-day operation in support of an executive team.
Responsibilities
- Serve as a central point of contact and interface directly with other senior executives
- Review your executive(s) schedule to ensure the highest productivity and performance
- Understand the day's priorities so you can be strategic about how you manage your workload
- Schedule conference rooms, meetings, and video chats
- Order office supplies and research new deals and suppliers
- Promptly handle urgent issues without dropping previous responsibilities
- Maintain confidentiality of all corporate and personnel matters
- Update and maintain office policies and procedures
- Write and distribute email, correspondence memos, letters, and forms on behalf of your executive(s)
- Assist with onboarding new employees; you'll occasionally be one of the first points of contact
- Assist in the preparation of regularly scheduled reports and cover receptionist breaks
- Mentor and train other support professionals in computer skills and teamwork
- Plan significant, high-profile events like off-sites and conferences
- Arrange and manage complex multi-city travel itineraries, domestic and international, for executives and team members
Skills
- At least five years supporting a Vice President or equivalent experience
- Excellent written and verbal communication skills
- Strong organizational and time management skills with the ability to prioritize and multi-task
- 3-5 years experience and proficiency in Microsoft Office components (Outlook, Word, PowerPoint, Excel)
- Experience with collaborative meeting tools such as Zoom and Microsoft Teams
- Maintains a calm head and steady hand when dealing with the unexpected
- Ability to build bridges, forge alliances and be a leader in the department
- Complete reliability handling confidential and sensitive information
- Desire to be helpful to your leaders and co-workers, to go the extra mile without being asked
- Attention to detail and problem-solving skills
- A highly professional demeanor, positive outlook, and a can-do attitude