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SalaryIcon Media Direct is an independent media company in Sherman Oaks, California. We are seeking a highly organized, proactive, and experienced individual to fill the role of Sr. Executive Assistant to the CEO and Office Manager. The best candidate for this position is someone who derives joy and energy from helping others achieve their goals. Ideally, you thrive on bringing others’ ideas to life by prioritizing tasks and driving them to their completion. Your role will be to provide comprehensive administrative support to the CEO, top executives, and manage the day-to-day operations of the office. You will be responsible for ensuring the smooth functioning of the office environment, performing various tasks and projects, and assisting the executives in their professional duties. Your organizational and multitasking skills, as well as your attention to detail is where you thrive. The ability to prioritize and meet deadlines will be crucial in this role.
The following responsibilities for this position include:
Meeting Coordination: organize and coordinate executive meetings, conferences, and events. Prepare meeting agendas, compile relevant material, take minutes, and follow up on action items ensuring deadlines are met.
Information and document management: manage and organize the CEO’s files, documents, and records in both physical and electronic formats. The ability to create and maintain an organized filing system with highly confidential and sensitive material is essential for efficient and secure information management.
Travel arrangements: make travel arrangements, including booking flights, accommodations, ground transportation and other logistics. Prepare travel itineraries and ensure all necessary arrangements are in place for a smooth travel experience.
Relationship Management: build and maintain executive relationships with internal and external key stakeholders. Liaise with senior executives, clients, and vendors on behalf of the CEO, fostering positive and professional interactions.
Project Support: provide support to the CEO on various projects and initiatives. Conduct research, gather data and prepare reports and presentations as needed. Monitor project timelines and ensure that deliverables are met.
Miscellaneous Tasks: manage additional tasks and responsibilities as assigned by the CEO. This may include personal errands, assisting with event planning and coordination and other ad hoc duties.
This position represents the face of the executive suite. Therefore, upholding confidentiality and discretion are paramount as is having a friendly demeaner and an ability to work with various personalities. The executive assistant must display an ability to work on your own, possess high ethical standards, and the capability to carry out multiple projects while prioritizing tasks. Abundant energy and enthusiasm are highly valued, along with a great presentation, sound judgment, and confidence.
Job Responsibilities include, but not limited to:
- Serve the CEOs needs: act as liaison between the CEO, employees, vendors, clients, and all other contacts; provide interpersonal & departmental communication on behalf of the CEO; keep the CEO informed of daily, weekly, & monthly commitments.
- Manage multiple executive calendars. This includes scheduling interdepartmental meetings, client & vendor meetings across various time zones, and setting up both Teams & Zoom conference calls.
- Execute and manage expense reports for the executive team.
- Coordinate company-wide travel. This includes booking airfare, hotel, meeting rooms & conference spaces, all types of ground transportation, and preparing detailed itineraries in both digital & printed formats.
- Responsible for all facilities management including repairs & handyperson services, office repairs and projects, landscape management, and vendor & contractor communication.
- Assist the CEO with planning and execution of company events, holiday celebrations, volunteer opportunities, charitable contributions, and catering for meetings both on & off site.
- Participate in internal & external meetings, capture notes, synthesize & prepare information, and ensure follow up between internal & external partners.
- Work with the leadership group & other C-level executives on special projects.
- Must be proficient in using productivity tools such as Microsoft office suite such as Word, Excel, PowerPoint, Teams, Zoom and Calendar Management.
- This role requires a five-day work week, with in-office attendance Monday through Thursday and an option to work from home on Fridays.
Qualifications
- 5+ years working with C-suite executives
- Advanced computer skills including Microsoft Office Suite
- Strong organizational skills and attention to detail
- Demonstrated proactive approach to problem-solving with strong decision-making capability
- Ability to balance high-priority, long-term projects with immediate deadlines
- Excellent verbal and written communication skills
- Flexibility and ability to work independently in a fast paced, rapidly changing, entrepreneurial environment
- Ability to maintain high level of confidentiality
- Works well under pressure with a positive, can-do outlook
About Icon Media Direct:
Icon Media Direct is a leading brand response media agency. We are a group of experts in media, technology, relationships, and analytics working together to consistently exceed our clients’ expectations. With over 23 years of experience, we pride ourselves in the deep relationships we have built with our clients, partners, and employees. Headquartered in Sherman Oaks, CA, Icon Media Direct strives to be an employer of choice, offering competitive benefits, compensation, and a fun, energetic company culture. We are an organization, truly focused on the growth of our team. With in-depth leadership training, strengths-based coaching, and mentorship programs, we foster a culture of continual development and positive collaboration.
Other Considerations:
- Salary based on skills and experience
- Skills will be tested upon interview
- All applicants are subject to background checks and offers of employment will be pending the verification of information listed on application
- All applicants will need to provide a list of professional references
Salary range: $80-100k
Icon Media Direct is an Equal Opportunity Employer
The above job description is a general outline of the typical responsibilities and requirements for the role of a Sr. Executive Assistant and Office Manager. The actual job duties may vary depending on the specific needs of the organization and executives you support.
**NO RECRUITERS OR PHONE CALLS PLEASE**
