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Executive Administrative Assistant

The Beacon Media Group

This is a Contract position in South Brunswick, NJ posted March 25, 2020.

Reporting directly to the Chief Marketing Officer / General Manager, this role serves as the primary point of contact for internal and external constituencies on all matters pertaining to and in support of ChizComm Beacon Media.

The ideal individual will exercise good judgment in a variety of situations and have strong written and verbal communication, administrative, and organizational skills.

They value strong leadership in a team-based client focused culture.

Responsibilities Provide all aspects of daily support to the Chief Marketing Officer / General Manager, to include calendar management, travel arrangements (domestic and international), travel documentation, meeting coordination and event planning, answering/screening calls, forwarding messages, monitoring and addressing critical email correspondence, and preparing expense reports Provide any assistance with personal matters such as travel arrangements, dinner reservations, running small errands and managing the family calendar maintaining the strictest confidentiality.

Track action items and deliverables for the executive team (Toronto, LA, Florida) and proactively schedule the time required to address them Schedule, prepare, and attend internal meetings to include preparing agendas and follow up action items for meetings Prepare and maintain presentations and reporting materials Works on special assignments that may be complex and confidential in nature where judgment and initiative are required in resolving problems and making recommendations Facilitate visits from vendors, customers, and key executives Assist the preparation of Executive Management Team meetings and company conferences including catering Assist with the coordination of employee events such as company sponsored events and team building activities Establish relationships with other executive admins / PAs as well as build cross functional relationship between departments Qualifications MUST have a valid drivers license & car Bachelor’s degree preferred At least 3-5 years of personal or executive assistant experience with upper management and C-suite members Marketing Media Agency experienced preferred but not required Incredibly organized and detail oriented Ability to work independently and prioritize multiple assignments Strong working knowledge of Outlook, Word, Excel, and PowerPoint Ability to anticipate the needs of senior management, and to proactively solve problems efficiently Strong interpersonal communication skills with the ability to effectively interact and influence others Ability to handle sensitive and confidential information while using discretion Minimal travel required High energy, thrives in a dynamic, fast-paced environment