[Hiring] Personal Executive Assistant @Mosaic Medical Center

Role Description

The Personal Executive Assistant provides personal and administrative support, facilitates communication with high profile talent, agents, and other executives, and represents the CEO and company professionally. Our client offers a collaborative, fast-paced, and high-performing environment that requires a high degree of customer service and communication skills.

• Works closely with the CEO to understand priorities, tracking progress throughout the business day and maintaining alignment with objectives.
• Maintains CEO's calendar, coordinates meetings and appointments, and keeps parties appropriately informed on a timely basis when changes occur.
• Screens incoming calls and correspondence and responds independently as needed.
• Provides personal assistance such as running errands, assisting with projects, helping with ordering cards and gifts, routine tasks, and arranging travel.
• Responsible for the oversight of office housekeeping, supply, and office management.
• Arranges, books, and monitors details of complex travel and itineraries.
• Prepares expense reports and reconciles corporate credit card account.
• Collects and compiles data, preparing assigned standard reports, communicating with various external and internal partners as required.
• Organizes and facilitates meetings, appointments, and conference calls as requested.
• Creates and maintains presentation, database, and spreadsheet files.
• Organizes programs, events, meetings, or conferences by arranging facilities and caterers.
• Prepares correspondence, filing, photocopying, scanning, and fax and mail distribution as required.
• Requests couriers and deliveries.
• Supports and demonstrates strong commitment to organization policies and procedures.
• Exercises discretion and maintains confidentiality at all times.

Qualifications

• Bachelor's degree preferred but High School diploma or equivalent (G.E.D) with 2 years of related training/experience may be substituted.
• Prior work experience in a similar role required, preferably in the entertainment industry.
• Demonstrated proactive approach to problem-solving with strong decision-making capability and ability to work independently.
• Demonstrated ability to work collaboratively in a team environment.
• Exemplary planning and time management skills and ability to multi-task and prioritize workload.
• Excellent interpersonal, verbal, and written communication skills.
• Full comprehension of office management systems and procedures; up to date with advancements in office applications and tools; demonstrated proficiency with Google Docs and MS Office applications.