Overview
Executive Assistant, Finance Administration – Santa Monica, 90404, United States of America
How You’ll Create:
Administrative
- Manage the day-to-day of two complex calendars and scheduling for COO and CFO, updating calendars on a real time basis, following up to the minute schedule changes, etc.
- Run point on scheduling for multiple executives for high level meetings
- Work with internal and external Executive Assistants and follow up as needed to ensure meetings are scheduled in a timely fashion and upon request
- Keep executives up to date in real time on meeting requests, schedule changes, via email, text, or verbally
- Book conference rooms for meetings as needed
- Alert security of all guests and visitors to the office ahead of their arrival
- Advise COO and CFO of upcoming events, pertaining but not limited to: artist concerts and tours, upcoming award shows, staff engagement activities, etc.
- Arrange business travel for COO and CFO
- Mail and ship materials through mail room as needed
- Organize Team Lunches and Celebrations after obtaining necessary financial approvals
- Pick up and deliver meals/coffee
- Effectively communicate with all levels of the company when interacting, from high-level executives to executive assistants via internal and external emails, texts, calls, and Zoom chats, as well as in person, for day-to-day functionality and workflow
- Assist with personal projects, internal and external events (as needed), and COO and CFO’s civic and industrial commitments as needed upon request
Finances
- Prepare Expense Reports for COO and CFO on a timely basis
- Facilitate Artist Relations submitting ticketing expense receipts and recharges to Finance and ensure that Finance processes them in a timely fashion
- Review and format the full IC Overtime Report, and brief each Department Head on their teams report on a biweekly schedule
Internal Databases
- Update the IGA and Capitol Artist Rosters by department as needed
- Approve all Film & TV Licensing requests and update the FTVL database accordingly (daily
- Collect materials for meetings if needed and organize them in a Box folder
Culture
- Maintain the highest level of discretion and confidentiality
- Embody a professional and pleasant demeanor with all executives, staff, artists and visitors
IT
- Work with and troubleshoot with IT on all tech needs for COO and CFO
- Present materials in meetings while ensuring all technical needs are prepared by coordinating
Management
In addition to the direct personal responsibilities listed above, supervise the daily duties of the Administrative Assistant on Finance/Ops, including but not limited to:
- Managing the schedules for three executives: SVP of Business Development at IGA, SVP of Finance at IGA, and SVP of Finance at Capitol
- Arranging travel needed for those three executives
- Handling personal expenses for those three executives, as well as two ticketing expense reports for the two SVPs of Finance
- Booking and maintaining conference rooms
- Managing the setup of the Monday Planning Meeting by preparing the room, printed materials, and connected Zoom and that all functions are working
- Assisting on many various delegated tasks as directed from supervisor as dictated by volume of workflow
Bring Your Vibe:
- Minimum 10 years of executive assistant experience supporting high level executives
- Must have experience in, and be comfortable with, regularly exercising discretion and independent judgment on matters of significance
- Must be a self-starter with the ability to prioritize, organize and establish administrative procedures and work under pressure
- Ability to anticipate needs, problem solve, identify solutions, consider options, and take action, with minimal direction or supervision
- Proven ability to work effectively with C-Level executives
- Ability to manage highly confidential information and to act calmly and professionally
- Extreme discretion with sensitive information
- Dynamic and assertive personality; professional demeanor
- Adaptable to a variety of situations with numerous personalities
- Excellent follow-through and attention to detail
- Ability to excel in a fast-paced, ever-changing environment
- Strong proficiency and working knowledge of Microsoft Office Suite (Outlook, Excel, PowerPoint)
- Basic knowledge of Canva and Adobe
