Learfield

  • Executive Assistant

    Req No.
    2018-2409
    Location Name
    Learfield
    Location
    US-TX-Plano
    Category
    Administrative/Clerical
    Type
    Full-Time
  • Overview

    The Executive Assistant will support the Chief Strategy & Development Officer (CSDO) and the Chief Communications and Marketing Officer (CCMO) by performing various administrative, secretarial and communication duties for and on behalf of the CSDO and CCMO.

    Responsibilities

    • Calendar Manager:
      • Schedule appointments using Microsoft Outlook.
      • Manage and communicate a complex and fluid schedule.
      • Optimize CSDO and CCMO's time by managing calls and meetings, including obtaining agendas and supporting materials in advance to make calls and meetings productive.
    • Business Contact Manager:
      • Maintain current contact information for key employees, partners, and vendors using Microsoft Outlook.
    • Secretary:
      • Draft correspondence, memos and other documents on behalf of CSDO and CCMO and obtain CSDO and CCMO's signature as appropriate.
      • Prepare and distribute meeting schedule and agendas.
      • Take and distribute meetings notes.
      • Follow-up on action items and deliverables due to the CSDO and CCMO.
    • Travel Agent:
      • Research, book and amend CSDO and CCMO's comprehensive travel schedule within budget and on a timely basis, coordinating with other executive travel if traveling with others.
      • Work with outside parties to secure meeting and lodging space in advance of meetings and retreats.
    • Expense Report Preparer:
      • Complete CSDO and CCMO's expense reimbursement reports by obtaining receipts from CSDO and CCMO or third-party vendor and sending reports and receipts to the company's accounting department on a timely basis.
    • Family Liaison:
      • Perform personal duties from time to time (e.g. booking personal travel or calendar items, communicating with CSDO and CCMO's spouse) to help maximize CSDO and CCMO's time.
    • Other:
      • Keep normal business hours on behalf of the CSDO and CCMO (Mon-Fri, 8a-5p) and be available after hours/weekends when needed (especially when CSDO and CCMO are traveling).
      • Welcome guests and clients by greeting them professionally, in person, or on the telephone.
      • Organize social functions for CSDO and CCMO’s team, clients, or partners as directed.
      • Work with CSDO and CCMO’s team on projects/requests, as directed by CSDO or CCMO.
      • Coordinate closely with CEO’s Executive Assistant on board communications and board packages.
      • Work closely with other Executive Assistants to ensure productivity and coordination within the Executive Suite.
      • Create and/or edit presentations for internal and external audiences.
      • Procure office supplies as needed.
      • Arrange logistics and provide support for internal meetings or working lunches.
      • Keep key documents on file for use when needed.
      • Maintain a positive and professional attitude at all times.
      • Exude and exemplify the core Learfield values of "Build the Team, Grow the Company, Love Others and Have Fun" through every interaction, whether in person, over the phone or e-mail, or any other medium.

    Qualifications

    The right candidate must be flexible, organized, proactive and calm under pressure. This individual must have the ability to exercise sound judgment and determine priorities independently. Excellent communication and inter-personal skills are essential for this role because interaction with senior staff and others across all levels of our business is necessary. Strong writing and proofreading abilities are vital. This position also requires a professional demeanor, sense of urgency and the ability to prioritize. Maintaining confidence and keeping information confidential are critical.

     

    Additional Qualifications

    • Possess proficiency with Microsoft Office products, specifically Outlook, Word, Excel and PowerPoint

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