Executive Assistant & Studio Coordinator

Position Overview

As an executive assistant & studio coordinator, you will perform diverse executive duties and functions requiring confidentiality. You should have excellent organizational skills and the ability to effectively handle multiple priorities. You will need to adapt procedures, processes, and techniques to the completion of assignments. Duties will expand to include calendar management, travel arrangements, office management, tracking & submission of expenses, creating & updating documents, supporting with presentations, and communicating with a host of internal colleagues & external partners. In addition, you should exercise independent judgment, escalating serious or unique problems to the appropriate parties.

Essential Duties & Responsibilities

Executive Assistant

• All general executive tasks including calendar, zoom, and telephone management, expense reporting, responding to basic requests
• Handle Outlook calendar which involves frequent adjustments and updates throughout the day, scheduling & confirming of all internal & external meetings and conference calls.
• Provide day-before view of the calendar to allow preparation for the next day’s requirements & deliverables; this daily view must have all meeting locations, contact numbers, meeting agendas, meeting documents required and any other relevant details.
• Partner with other Brand EAs on overall calendar tracking and management of meetings; ensuring meetings take place as scheduled
• Handle timely submission & tracking of expenses on corporate credit cards with Accounts Payable; this involves ensuring timely approval of expenses.
• Ensure contacts and other key information are always updated.
• Prepare written materials as requested, i.e. memos, meeting agendas, PowerPoint presentations
• Code and approve all invoices in Ariba as required
• Manage lunch and coffee requests as requested, or when schedule requires.
• Assist in Special Projects as needed

Experience, Skills & Knowledge