Executive Assistant, Corporate Communications

Hallmark Media•New York, NY

3d•$27 - $35

About The Position

The Executive Assistant is responsible for managing the day-to-day operations of the Chief Communications Officer (CCO) and her department consisting of Corporate Communications, Publicity, Events and Talent Management. This position serves as the key liaison to the Executive Leadership and Senior Leadership teams, as well as peers and employees, in all matters pertaining to CCO. The Executive Assistant also interacts regularly with Hallmark Cards (Parent company) senior executives, as well as industry executives, members of the media, talent, talent reps, partners and vendors. This position provides daily operational support including discrete handling of confidential and sensitive information; management of the CCO daily schedule and travel arrangements, organization of workflow in and out of executive’s office, management of expense report coordination, review and submission, as well as invoice reconciliation. The Executive Assistant works in collaboration and liaison with members of the communications department including on communications and PR campaigns, event executions and logistics among other projects and opportunities.

Requirements

Requires 10 years executive administrative experience supporting C-suite level executives; OR a college degree and 5 years’ experience providing executive C-suite support.
5 years' experience using Microsoft Office.

Nice To Haves

Proven ability to interact with senior executives, industry representatives and vendors with tact, diplomacy, poise and discretion.
Effective in and comfort with working in highly demanding environments with the ability to maintain accuracy of output, attention to detail and ability to meet deadlines.
Must be highly capable of handling multiple projects to ensure on-time delivery and top quality work.
Must have excellent organization, presentation and communication skills with the ability to handle sensitive and confidential information.
Must be flexible in work schedule and be available to support the executive outside of standard office hours including evenings and weekends.
Collaborative with the ability to develop effective organizational wide relationships and to work in a cross-functional environment.

Responsibilities

Serves as a contact for CCO to all Hallmark Media EVPs and their departments, Hallmark Cards executives, and external agencies and vendors.
Manages and controls daily schedule using judgement and discretion in the prioritization of access to and allocation of executive’s time.
In the absence of the executive and as authorized, communicates on behalf of the executive including on matters of a confidential and sensitive nature.
Manages communications and workflow into and out of the executive’s office.
Manages and maintains multiple calendars - prioritizes and communicates complex scheduling and logistics.
Manages and tracks all logistics related to communications and industry events including working with communications lead to liaise with partner/sponsor organizations, purchase and fill tables, handle invites and RSVPs, among other key tasks.
Responsible for overseeing the execution of large-scale in-house meetings and work sessions managing the coordination of IT, administration functions, food and beverage needs among other details specific to the meeting or event to ensure all required logistics are in place.
Prepares and tracks purchase orders for executive and establishes necessary accruals for services.
Conducts extensive online and offline research as requested.
Schedules all travel arrangements including hotel accommodations, airline reservations, ground transportation, and off-site meeting venues including conference registrations, as well as monitoring travel progress (including outside of core hours).
Prepares expense reports; reviews and analyzes for compliance expense submissions before submitting for appropriate approvals.
Functions as center of expertise to colleagues and peers on the use of Hallmark Media’s corporate travel and expense reporting system.
May assist the communications team in the planning and execution of events including but not limited to talent and press screenings, virtual events, Television Critics junkets and upfront events; occasional press and industry mailings; fulfilling table invites for various industry dinners and events and assisting with submissions for award and recognitions, among other PR-specific tasks.