Job Description

 JOB SUMMARY:

Under general supervision, assists and supports office SVP of Production in all business activities. To act as liaison between SVP’s contacts, relaying information, communicating, scheduling meetings and travel arrangements efficiently. Handles confidential information in a discreet, professional manner. This position requires working closely with senior management, clients, internal teams and various third parties.

 ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: Include the following but not limited to, other duties may be assigned.

• Prepares correspondence, memos, policies and reports from notes, copy or rough draft
• Proofreads and ensures accuracy, proper form, syntax, grammar and appearance of all typed materials Photocopies correspondence, memos and reports
• Prepares meeting agendas, reports, and keeps minutes of meetings
• Manages calendars, schedules appointments, meetings and updates calendars consistently and accurately 
• Coordinates and gathers briefing materials for meetings and trips
• Handles complex travel reservations including last minute changes and prepares expense reports timely
• Initiates and receives telephone calls, screens calls and or take messages appropriately. Ensures proper phone coverage at all times
• Opens and distributes incoming mail. Prepares outgoing mail for distribution through various mailing systems (e.g. inter-office, Federal Express, US Post office, etc.)
• Manages and maintains files to ensure efficient accessibility/usage and confidentiality
• Performs special projects and other administrative duties as assigned

MINIMUM REQUIREMENTS: The responsibilities listed below are required. Accommodations may be made to enable the individual with disabilities to ensure the individual can perform the essential functions and responsibilities.

• Ability to apply common sense understanding to carry out instructions in oral or written form
• Excellent oral and written communication skills
• Ability to handle multiple tasks at one time in a fast-paced environment
• Excellent Word, PowerPoint and Excel skills
• Ability to interact effectively at all levels
• Ability to be available when needed
• Excellent organizational skills
• Ability to prioritize 
• Ability to be an effective team member