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Executive/Personal Assistant to CEO

VIVA Creative is looking for a rock star Executive/Personal Assistant to provide direct support to a very busy CEO. This business is fast-paced and requires a quick thinker who gets things done with a lot of autonomy. Must be a swift multi-tasker who can be responsive to a somewhat unpredictable calendar and is comfortable communicating with staff to C-level executives. Candidate must be extremely organized and responsive to a very busy calendar, be comfortable with heavy client contact, and assisting with personal matters and errands.

This is NOT an entry level position. This job requires the skills, wits, and charms of a seasoned, exceptional Executive/Personal Assistant.

WHAT YOU’LL DO

  • Serve as go-to point of contact for all internal and external communications for the CEO
  • Screen and direct phone calls/take messages
  • Special project execution as needed
  • Maintain calendar(s) and contact database(s), including personal, family and social engagements
  • Travel planning/itinerary set-up for personal and business travel
  • Conduct internet research
  • Interface with client and other industry professionals as needed
  • Prepares expense reports and budget documents for Principals, including gathering receipt documentation.
  • Monitors Executive’s email accounts, responds where appropriate, and advises principals when they are away from the office of critical communications
  • Confirm appointments through calls or email, schedule multiparty conference calls
  • Research and compile materials needed for meetings, calls, projects, etc. as well as brief CEO prior to meeting on these materials
  • Coordinate and oversee document production and projects, as requested
  • Prepare daily mail/correspondence; review packages and handle routine correspondence and calendar needs
  • Assist with managing CEO’s real estate and other businesses
  • Complete special projects as assigned
  • Run personal and business errands

ABOUT YOU

  • A Bachelor’s Degree is required with at least 5 years’ experience assisting senior executives
  • Ability to prioritize multiple high priority tasks and projects
  • Excellent written and verbal communication skills with the skill to interact successfully with all levels of any company or organization
  • Intuitive nature with the aptitude to make the right decision in critical moments
  • Take charge personality
  • Strategic thinker who can adapt to change quickly and seamlessly
  • No problem handling numerous projects simultaneously and can execute each flawlessly with a positive “can do” attitude
  • No task is too small or large, nothing is above or below you
  • Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and Keynote
  • Reliable transportation – car required

ABOUT US

We are one of the fastest-growing privately held agencies in the United States. We specialize in experiential, content, and digital marketing supported by in-house creative and production. See more here: www.vivacreative.com.

 

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