Executive Assistant

Tronc New York , NY 10007

Posted 3 months ago

Overview

The successful candidate will be able to efficiently manage the executive's time, and effectively and professionally communicate with internal and external constituents. The successful candidate will also use excellent judgment, prioritize tasks, and act proactively, always ensuring the right individuals are informed and organized around meeting times, deadlines and other activities.

At tronc, we believe in comprehensive rewards packages:

  • Competitive salaries

  • Exciting opportunities with room for growth within the company

  • A competitive insurance package including medical, dental, vision, and life

  • 401(k) with company matching

  • Paid time off

  • Other coordinated discounts/perks

Responsibilities

  • Schedule and coordinate all meetings using Microsoft Outlook, including managing meeting times and constituents across multiple time zones

  • Arrange all meeting logistics as needed, including the use and set-up of conference calls, webinars, video, etc.

  • Help prepare for various meetings by ensuring a proper agenda is created and shared in advance of meetings, applicable documents are prepared and distributed, etc.

  • Where needed, ensure proper catering for meals and other related activities

  • Coordinate all travel arrangements, both domestic and international

  • Track, submit and manage all expenses

  • Communicate professionally with both internal and external constituents

  • Edit and/or prepare documents for various activities

  • Provide personal and confidential support for executive staff at times outside of traditional working hours

  • Provide project management for various tasks or activities as needed

  • Where applicable, manage office space such as conference rooms, kitchen facilities and other shared spaces, and manage office supplies and other related inventories

  • Develop and maintain procedures and processes for administrative operations

  • If applicable, lead the 'virtual' community of administrative professionals in the organization, including helping define policies and procedures, onboarding and coaching, escalations and other duties as needed

Qualifications

  • Minimum 2-4 years supporting executives across multiple geographies and businesses

  • Advanced knowledge of Microsoft Outlook, Word, Excel, PowerPoint and Visio

  • Familiarity with virtual meeting solutions, including conferencing technology, webinar, Microsoft Lync and other communications tools

  • Strong ability to take direction, but also exercise judgment and independent thought

  • Polished, clear and concise communication, both written and verbal

  • Ability to handle confidential information

  • Strong organizational skills, including task prioritization with minimal supervision, and ability to complete required tasks by given deadlines

  • Strong proactive approach, taking the initiative where appropriate, and looking beyond the immediate ask to anticipate a future need or requirement

  • Assertive approach to management of executive's time and proactive communication/support when meetings or other activities change

  • Bachelor's Degree or equivalent experience is strongly preferred

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Executive Assistant

Tronc