EXECUTIVE ASSISTANT, BUSINESS & LEGAL AFFAIRS

US-NY-New York
Brand
Viacom Int’l Media Networks
iCIMS ID
2017-6846

Overview and Responsibilities

Perform executive assistant and general secretarial functions of a highly confidential nature along with diversified administrative functions to support the SVP, General Counsel of Viacom International.  Need organized, self-motivated diligent person who will enjoy accepting responsibility and working in a fast-paced team environment.

 

Responsibilities

 

  • Prepares and processes minor and significant edits to routine and complex correspondence and legal docume Fills out form documents with minimal supervision
  • Establishes and maintains relationships with various departments and personnel including overseas colleagues and contacts
  • Interacts with senior executives, providing information and assistance as needed
  • Maintains managers’ appointment calendars and coordinates internal and external meetings and conference calls, including on Outlook. Books meeting rooms in multiple locations, arrange and initiate video conferences and prepare rooms for large meetings. Circulates meeting materials
  • Screens and prioritizes mail and incoming calls, takes detailed messages, directs calls, places outgoing calls and answers questions not requiring executive’s attenti Sends pdfs, faxes and prepares UPS/FedEx packages for mailing.  Delivers documents for execution by executives
  • Maintains contact lists for internal and external needs alongside other organizational documents including maintains team vacation calendar, holiday communication lists, etc. Notifies related departmental staff of appointments, meetings and deadlines
  • Coordinates and schedules all aspects of travel (flights, hotel and ground transportation), prepares travel itineraries and assists with related travel documentation. Uses online tools and interacts with travel company
  • Prepares and submits travel and expense reports, updates legal budgets, and prepares and manages supplies orders and inventory
  • Develops and maintains organizational systems for efficiency and accuracy as delegated, including organizing, indexing and tracking files

Basic Qualifications

  • At least 1-3 years of EA experience
  • Excellent typing and computer skills with advanced-level experience in current software programs including Word, Powerpoint and Excel
  • Strong proofreading skills

Additional Qualifications

  • Excellent communications skills, both verbal and written
  • Ability to work effectively and proactively within a team environment
  • Ability to handle multiple, competing priorities in a calm and effective manner
  • Ability to work independently with good judgment and problem-solving skills
  • Excellent time management and organizational skills
  • Experience in DeltaView, Word Track Changes and similar document comparison software preferable
  • Knowledge of Document Management systems such as PC Docs or Hummingbird DM5

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