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Executive Assistant

Harmelin Media is a fast-paced company seeking a seasoned Executive Assistant to the President, CEO, EVPs and New Business team.

Position Summary

The Executive Assistant plays a critical role in improving the effectiveness of the executives by proactively coordinating/prioritizing activity, ensuring topics of importance are communicated in an organized and efficient manner, coordinating projects, and proactively identifying other areas in which she/he can provide further assistance. He/she will be responsible for supporting the executive administration and project coordination needs relating to charitable functions that the company participates in. The position requires greeting and assisting visitors and guests from the secondary lobby of the company. (There is a full-time receptionist located in the primary lobby.)

The diverse range of the executives’ business interests/responsibilities and demanding schedules makes this a challenging and dynamic role, requiring a highly discreet and professional individual, with extremely strong organizational, analytical, and interpersonal skills. This individual must also maintain a high level of professionalism in interacting with a broad range of employees and clients.

Responsibilities

    • Administrative Support – President (10%), CEO(10%), EVP/New Business team (80%)
    • Administrative duties for the Company’s New Business team – Assist key company team in online research, hands-on management of CRM system (experience with Hubspot a plus), meeting minute-taking, etc.
    • Calendar/Schedule Managementfor the President – Manage complicated professional calendar(s), appointments, meetings, etc
    • Meeting Management and Preparation – Schedule, coordinate, and manage meetings including coordinating conference rooms, making meal arrangements, creating meeting agendas, and taking notes if necessary.
    • General Administrative Support – Provide administrative support including writing business letters, greeting clients/vendors, answering calls, supply ordering/tracking, processing invoices/expenses/reconciliation, copying, filing, etc.
    • Reception Services – Perform reception duties including answering calls, monitoring front door, organizing of supply/reception area, and sorting/distributing mail for secondary office suite. This position also covers phones and the front desk when the primary receptionist is out of the office.
    • Project Coordination – Prioritize and coordinate projects and follow through on issues in a timely manner.
    • Presentation Design and Execution – Capture strategies in innovative PowerPoint presentations.

 

Education and Experience

    • High School Diploma or GED required, Business or Bachelor’s Degree highly preferred.
    • 5+ years of executive administrative and/or office management support experience desired; previous experience working with highly confidential and sensitive information highly preferred
    • Exceptional organizational skills, including the ability to prioritize workload and multi-task while maintaining attention to detail and seeing tasks and projects through to their completion.
    • Advanced proficiency in Microsoft Office Products including Word, PowerPoint and Excel required. Experience with Microsoft SharePoint is a big plus.
    • Energetic, responsive team player with the interest to take initiative and work in a fast-paced environment.
    • Strong verbal and written communication skills, including proofing of own work.
    • Strong relationship management skills with peers, colleagues, and management.
    • Highly motivated and results-oriented.
    • Flexible; with limited notice – able to step in and handle situations
    • Calm demeanor

 

This full-time position reports directly to the President/CEO/EVP.  The hours for this position are Monday through Friday, 9:00 AM – 5:00 PM with one hour paid lunch break; however, willingness to come in early or stay late when needed is necessary. Note that the company is currently full-time work from home,   but expects to return to the office in a few months, depending on what happens with the COVID pandemic.

Harmelin Media offers a competitive compensation package, medical, dental, vision, life insurance, 401K, generous paid time off and holidays.

Harmelin Media is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Interested candidates should send your resumé, cover letter and salary requirements to opportunities@harmelin.com.