Executive Assistant

Description

Wasserman is a global sports, entertainment, and lifestyle marketing agency with expertise in creating connections between brands, properties, talent, and consumers. Today, Wasserman offers global expertise in Athlete Management, Marketing, and Media. Headquartered in Los Angeles, Wasserman also has offices in New York, Miami, Encinitas, Raleigh, Portland, London, Toronto, Dubai, and Mexico City.

The Executive Assistant will be a core member of a high energy team. He / she must be proactive in communication and demonstrate attention to detail. The individual will provide high-level executive administrative support including organizing, scheduling, and coordinating administrative activities. Under the direction of executive management, this position also prepares reports, processes business travel expense reports, assists with build-out and editing of presentations, and meeting agendas.

Responsibilities:

• Serve as gatekeeper for incoming queries for executives; answer, screen, and direct incoming telephone calls ensuring a high level of professional customer service and confidentiality.
• Coordinate and prioritize executive daily schedules; arrange meetings and conferences, act as a liaison between employees, clients, and executives.
• Schedules appointments, coordinate on and off-site meetings and special events, make travel arrangements.
• Interface with high-level administrators within/outside the company requiring considerable discretion and judgment related to case and time sensitive matters.
• Plan travel itineraries, coordinate related arrangements, gather information and determine and negotiate complex scheduling issues; prepare expense reports.
• Prepares documents and presentations under the supervision of executive management for meetings, including formatting and presentation layout.
• File and retrieve documents and reference materials.
• Prepares invoices, reports, memos, letters, and other documents, using Word, Excel spreadsheets, or presentation software.
• May be privy to sensitive material, including establishing and maintaining confidential files.
• Open, sort, and distribute incoming correspondence.
• Conduct research, collect and analyze data to prepare reports for the benefit of executives’ review.
• Contributes to a team effort by undertaking other special projects as requested.

Requirements

• Bachelor’s Degree and 3-5 years of prior experience supporting senior-level executives.
• Highly proficient in Microsoft Outlook, Excel, Word, Power Point, Adobe Reader and standard office equipment.
• Ability to maintain confidentiality and professionalism in all situations. Ability to exercise discretion, sound judgment and significant initiative.
• Excellent verbal and written communication skills. Strong analytical, organizational, and project management skills.
• Ability to work independently and as a team, under pressure, and to meet tight deadlines.
• Due to the nature of the position, some after-hours coordination of schedules and travel may periodically arise.
• Polished, confident, and upbeat personality. Ability to collaborate and build credibility across all levels of the organization. Proven track record of successfully managing upwards.