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Executive Assistant

Company: Learfield Communications, LLC
Location: Irvine
Posted on: February 16, 2020

Job Description:

OverviewPaciolan is the #1 primary ticketing company in college athletics, and the #2 largest primary ticketing provider in the US including performing arts, arenas, and professional sports. As a leader in ticketing, fundraising, marketing, analytics, and technology solutions, we power more than 500 live entertainment organizations, selling over 120 million tickets a year.--The Executive Assistant will support Paciolans CEO by performing various administrative, secretarial and communication duties.---- Responsibilities

  • Schedule the CEOs time through Microsoft Outlook. This includes initiating and scheduling appointments, as well as acting as gatekeeper to help the CEO optimize her time.
  • Schedule meetings, conference calls, or phone calls. This includes identification of acceptable dates and locations as well as RVSPs for attendees.
  • Prepare meeting agendas. Take and distribute meeting notes as directed.
  • Work with outside parties to secure meeting and lodging space well in advance of meetings.
  • Take notes in meetings and distribute notes as directed.
  • Draft official correspondence on behalf of the CEO and obtain CEOs signature. This correspondence is most often in professional (formal) typewritten letter form.
  • Maintain list of action items due to the CEO from his subordinates or partners, which should include a definitive due date. Follow up on action items before due or after deadline has passed.
  • Book travel for CEO, through Concur platform. This includes airfare, hotel, rental car, meeting space, and restaurants as appropriate.
  • Perform personal duties from time to time (e.g. booking personal travel or calendar items,) to help maximize CEOs time.
  • Complete CEO expense reimbursement reports by obtaining receipts from XX or third party vendor and sending reports and receipts to the companys accounting department.
  • Obtain signatures and route official correspondence as required.
  • Keep regular business hours on behalf of the CEO (8am-5:30 pm):
    • Be available by phone or email after hours as needed, especially when the CEO is traveling
    • Organize social functions for CEOs team, clients or partners as directed.
    • Procure office supplies as needed.
    • Maintain confidence and protect operations by keeping information confidential.
    • Keep key documents on file for use when needed. Route key documents internally or externally in a professional and timely manner, which should include a typed cover letter from the Executive Assistant him or herself.
    • Maintain a professional, positive and cheerful attitude.
    • Exude and exemplify the core company values of Build the Team, Grow the Company, and Have Fun through every single human interaction, whether in person, over the phone or email, or any other medium.QualificationsThe ideal candidate must be flexible, organized, proactive, and calm under pressure. Excellent communication and inter-personal skills are essential for this role because interaction with senior staff and others across all levels of our business groups is necessary. This position also requires a professional demeanor, sense of urgency, and the ability to prioritize.Additional qualifications include:
      • Bachelors Degree
      • Some experience supporting C-Level Executives
      • High level of integrity and confidentiality.
      • Ability to exercise sound judgment and determine priorities independently.
      • Exceptional organizational skills with a demonstrated ability to work in an accurate manner.
      • Possess proficiency with Microsoft Office (specifically Outlook)

Keywords: Learfield Communications, LLC, Irvine , Executive Assistant, Other , Irvine, California

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