Executive Assistant

Profile

Full Time Job
Brief Summary
This position is responsible for providing administrative support to the Executive Director of International Digital Marketing.
Primary Duties & Responsibilities
• Maintains & circulates agendas for department meetings
• Takes departmental minutes & circulate as instructed
• Covers departmental phones on a regular basis
• Books international & domestic travel for VP & department (as requested)
• Maintains and submits expense reports for VP according to PPC policies
• Oversees gate passes to ensure visitors are granted access as needed
• Creates memorandums and distribution lists as instructed
• Updates files for VP
• Maintains phone log of incoming & outgoing calls
• Orders supplies for department
• Coordinates conference room requests & bookings
• Schedules, tracks & updates meeting requests for department including video & tele-conferences.
• Maintains department contact information and distribute regularly
• Maintains department holiday card & gift list database regularly
• Maintains vacation requests, as approved by supervisor (to avoid overlap)
• Handle contracts, CRFs, NDAs with vendors
• Vendor payment processing and PO's
• Routing to marketing services
• Update documents with debut and asset information
• Create and update presentations and slides
• Handle contracts, CRFs, NDAs with vendors
• Vendor payment processing and PO's
• Routing assets to marketing services
• Update documents with debut and asset information
• Create and update presentations and slides
Requirements
• Minimum 3 years related experience preferred
• Proficient with Word, Excel, and internet software
• Excellent written, verbal, and interpersonal skills with the ability to work with staff, other administrators, internal and external customers and senior management
• Organized and detail oriented with the ability to manage multiple high priorities and have the ability to appropriately prioritize work and proactively anticipate and manage time
• Familiar with a variety of industry concepts, practices, and procedures
**** in the application.

Company info

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