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Administrative Assistant, Communications/Programming
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | new york, New York |
About this job
Perform a full range of administrative duties under moderate supervision and dual report to SVP of Programming and VP of Communications. Qualified candidate will also act as a back up assistant to the Network President.
* Screen telephone calls, visitors, letters, and answer routine questions. Use judgment to handle inquiries from vendors, candidates, employees, and to resolve concerns/issues as necessary. Handle confidential information with discretion.
* Coordinate and schedule meetings (using MS Outlook calendaring system) and presentations. Handle attendee invitations and travel itineraries as needed (including registration at front desk). Gather and prepare necessary presentation materials, meals and/or equipment. Use initiative to schedule appointments and meetings based on personal knowledge of workload and priorities.
* Prepare Travel & Expense Reports and ensure all T&Es are submitted on time and reimbursement was made.
* Learn and serve as a back up for routine budget tasks including maintenance of master budget tracker, coding, recording and delivering invoices.
* General admin (copying, scanning, mailing, getting office supplies, requesting visitor badges, guest reception, etc.)
* Handle scheduling/planning logistics for departmental offsites, executive awards luncheons/events, and conferences/press events with direction and guidance from supervisors.
* Work closely with Network President Executive Assistant to ensure offices are run efficiently and within Company guidelines. Work with other Sprout assistants on a regular basis to support Sprout business goals and daily administrative needs such as sort/distribute mail, gather materials for staff meetings, and other routine tasks, as well collaborate on big projects including high profile meetings and staff events. Serve as a resource for other administrative assistants within Sprout.
* Book domestic/international travel ensuring necessary documentation/visas are obtained.
* Coordinate and schedule itineraries for major TV markets (Kidscreen, Mipcom, Natpe etc).
* Receive and document programming submissions & pitches, submit to legal or as directed.
* Perform other related duties as assigned. Qualifications/Requirements * High School diploma required; bachelor's degree preferred.
* Minimum of 3 years' experience working in an administrative capacity to an executive in fast-paced entrepreneurial environment.
* Proficient in Microsoft applications, Office (Outlook, Word, Excel and PowerPoint).
* Must have excellent organizational skills and be able to handle several tasks simultaneously.
* Must have experience managing/tracking budgets.
* Must have excellent verbal and written communications skills.
* General knowledge of children's media a plus. Willingness to learn, a must.
* Ability to work overtime, as needed. Desired Characteristics * Self-starter, able to make recommendations and execute tasks with minimal direction. Requires excellent decision making capabilities.
* Solid leadership and team-building skills. Candidate must be strong team player and be willing to assist organization in various tasks.
* Screen telephone calls, visitors, letters, and answer routine questions. Use judgment to handle inquiries from vendors, candidates, employees, and to resolve concerns/issues as necessary. Handle confidential information with discretion.
* Coordinate and schedule meetings (using MS Outlook calendaring system) and presentations. Handle attendee invitations and travel itineraries as needed (including registration at front desk). Gather and prepare necessary presentation materials, meals and/or equipment. Use initiative to schedule appointments and meetings based on personal knowledge of workload and priorities.
* Prepare Travel & Expense Reports and ensure all T&Es are submitted on time and reimbursement was made.
* Learn and serve as a back up for routine budget tasks including maintenance of master budget tracker, coding, recording and delivering invoices.
* General admin (copying, scanning, mailing, getting office supplies, requesting visitor badges, guest reception, etc.)
* Handle scheduling/planning logistics for departmental offsites, executive awards luncheons/events, and conferences/press events with direction and guidance from supervisors.
* Work closely with Network President Executive Assistant to ensure offices are run efficiently and within Company guidelines. Work with other Sprout assistants on a regular basis to support Sprout business goals and daily administrative needs such as sort/distribute mail, gather materials for staff meetings, and other routine tasks, as well collaborate on big projects including high profile meetings and staff events. Serve as a resource for other administrative assistants within Sprout.
* Book domestic/international travel ensuring necessary documentation/visas are obtained.
* Coordinate and schedule itineraries for major TV markets (Kidscreen, Mipcom, Natpe etc).
* Receive and document programming submissions & pitches, submit to legal or as directed.
* Perform other related duties as assigned. Qualifications/Requirements * High School diploma required; bachelor's degree preferred.
* Minimum of 3 years' experience working in an administrative capacity to an executive in fast-paced entrepreneurial environment.
* Proficient in Microsoft applications, Office (Outlook, Word, Excel and PowerPoint).
* Must have excellent organizational skills and be able to handle several tasks simultaneously.
* Must have experience managing/tracking budgets.
* Must have excellent verbal and written communications skills.
* General knowledge of children's media a plus. Willingness to learn, a must.
* Ability to work overtime, as needed. Desired Characteristics * Self-starter, able to make recommendations and execute tasks with minimal direction. Requires excellent decision making capabilities.
* Solid leadership and team-building skills. Candidate must be strong team player and be willing to assist organization in various tasks.
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