Executive Administrative Assistant

Who are we hiring?

The Executive Administrative Assistant is responsible for providing high-level administrative support to two senior executives at Sphere Entertainment. This role includes managing correspondence that is often confidential in nature, preparing research and materials, screening incoming phone calls and mail, communicating on behalf of the executives, and acting as a key “gatekeeper.”

The position also supports more complex responsibilities such as coordinating intricate travel arrangements, organizing and facilitating complex meetings, and designing and preparing presentations and other materials for executive use.

In performing these responsibilities, the Executive Administrative Assistant must develop a strong understanding of each executive’s working style, priorities, and preferences, and use that knowledge to effectively manage their calendars and daily workflows. The EA is expected to take on delegated tasks that allow the executives to focus on strategic priorities, complete those tasks with minimal disruption, actively listen and resolve issues as they arise, and anticipate the demands of a fast-paced environment.

Overall, the Executive Administrative Assistant is expected to uphold the highest standards of performance, reliability, discretion, and professionalism.

What will you do?

• Coordinate and arrange executives’ meetings and schedules in an ever-shifting environment.
• Manage schedules and workdays across East and West Coast offices.
• Monitor travel schedules and adjust when needed.
• Prepare and distribute meeting agendas and take and distribute meeting notes.
• Work collaboratively and efficiently with other Executive and Administrative Assistants to ensure all team members have the necessary information.
• Anticipate contingencies and strategically prioritize tasks.
• Work as part of a high-touch team by providing regular communication and fostering a high level of collaboration, teamwork, and cooperation.
• Conduct regular reviews of emails, phone calls, and other forms of correspondence and determine appropriate follow-up actions.
• Coordinate all paperwork necessary for the executives’ approval. This may include, but is not limited to: travel and expenses, personnel requisitions, performance appraisals, personnel action forms (PAF), and authorization payment forms (APF). Follow up with other departments to ensure requests are carried out and activities are coordinated.
• Prepare comprehensive travel itineraries and contact lists specific to each trip and orchestrate all necessary arrangements.
• Manage sensitive, highly confidential, and proprietary information with discretion and the utmost level of confidentiality.
• Be available outside of normal business hours as needed to accommodate schedules.

What do you need to succeed?

• Candidates must have a minimum of 5+ years of hands-on experience in support of a senior executive in a complex organization, preferably within the software development or entertainment industries.
• Candidates should be well organized and detail oriented with the ability to multitask, with a track record as a strategic thinker capable of foreseeing the impact of simultaneous projects.
• Experience managing a highly changeable calendar with extreme tact and diplomacy.
• Demonstrated ability to quickly learn the organizational structure and the objectives of the team, while effectively navigating complexity and ambiguity within a large, matrixed organization.
• Ability to maintain confidentiality and professionalism at all times.
• Strong judgment, decision-making, time management, and prioritization skills.
• Must be energetic, positive, outgoing, and resourceful.
• Highly proficient in Microsoft Outlook, Excel, and Word, with advanced PowerPoint capabilities, including designing and formatting executive presentations and presentation materials.

#LI_Onsite