About the Role
We are looking for an Administrative Coordinator/Executive Assistant to streamline and manage organizational systems for Contact Studios. Responsibilities include SOP creation, client communication, meeting and travel logistics, and executive support. The Administrative Coordinator/Executive Assistant will monitor critical communication channels, manage executive scheduling, maintain records and documents, and handle various administrative tasks to support executives effectively. Confidentiality, attention to detail, and efficiency are essential.
Responsibilities
- Audit, strategize, implement, and manage systems for the organization of Contact Studios departments and projects.
- Create Standard Operating Procedures based on materials provided
- Communicate with leads and clients on the behalf of relevant executives as needed
Organize and prepare for meetings, including gathering documents and attending to logistics of meetings - Answer and respond to phone calls, communicate messages and information to the executive
- Monitor mission critical Slack groups and surface important information to executives
- Manage scheduling for company executive(s)
- Coordinate travel arrangements
- Maintain various records and documents for company executive
- Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
- Handle administrative tasks as assigned by an executive
Skills & Requirements
Must Haves
- 3+ years of experience in an administrative or executive assistant role.
- Strong organizational and project management skills.
- Proven ability to create and implement Standard Operating Procedures.
- Excellent communication skills, fluent in English (written and verbal).
- Experience in managing schedules and coordinating travel arrangements.
- Proficient in handling confidential and sensitive information.
- Ability to prepare and manage documents, reports, presentations, and spreadsheets.
- Experience with expense report preparation, reconciliation, and submission.
- Proficiency with communication tools such as Slack.
- Ability to handle diverse administrative tasks and special projects efficiently.
Submit an Application
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