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Executive Assistant - Business Development
4 years ago
Primary Responsibilities:
Provide Executive Administrative support to two VP’s, and the broader Business Development team. You will be flexible and able to juggle multiple and diverse responsibilities with a strong emphasis on organization.
- Arrange domestic and international travel for multiple executives. Manage travel itineraries (domestic and international) including hotel accommodations, ground transportation, and all related arrangements such as visas.
- Proactive in managing the daily calendars.
- Coordinate meeting and event management for the Business Development team – including monthly staff meetings, team social events and annual team off-sites across all logistics – catering, activities, transportation, facilities and hotel accommodations.
- Perform general administrative responsibilities such as managing files, folders and contacts; reserving conference rooms and meeting space, handling facilities requests; setting up conference and video calls; ordering office supplies and equipment; coordinating IT support; mailing, scanning, and photocopying documents; preparing and submitting expense reports and purchase requisitions.
- Manage data input, submission and tracking of the digital execution of contracts in Adobe and CASP online systems. Track contracts that are out for signature using EA’s internal approval systems, and coordinate with EA partners worldwide for return of signed agreements.
- Coordinate with other executive assistants across teams on different aspects, including executive calendars, social events, conferences, internal meetings and off-site meetings.
- Submit and track 3rd party developer deals through Salesforce. Ensure deal sheets are fully approved and work orders are fully signed by both parties. Submit and process invoices to AP and receive deliverables in Salesforce.
Summary of ideal personal traits and professional qualifications:
- Undergraduate degree and five years administrative experience in-house preferred. Interest in Business Development is a plus.
- Excellent technical skills, including advanced skills in MS Word, PowerPoint, Excel, Outlook, OneNote, Google Drive, Google Docs, Slack and Zoom.
- A self-motivated individual who demonstrates initiative, maturity under pressure and anticipates and solves problems before they escalate.
- Comfortable interfacing with a diverse group of people from inside and outside the company.
- Capable of working in a fast-paced environment, requiring good prioritization, organization and communication skills as well as the ability to handle multiple tasks simultaneously and efficiently.
- An individual who seeks information beyond what is plainly presented to you, with an aim to understanding the team’s goals and actively finding ways to be helpful in executing these goals.
- Proven ability to handle confidential information with discretion.
- A good sense of humor
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