Role Overview:
1111 Media is seeking an organized, proactive, and detail-oriented Executive Assistant / Business Office Manager to support our senior leadership team. This role will be crucial in ensuring the efficient operation of our business office, helping manage day-to-day administrative functions, and providing top-notch business support. The ideal candidate is a highly motivated individual with strong organizational and communication skills who can handle a variety of responsibilities in a dynamic work environment.
Responsibilities:
Administrative Support:
- Provide comprehensive support to senior leadership, including scheduling team meetings, managing calendars, and organizing business schedules.
- Assist with meeting preparation, taking notes, distributing agendas, and ensuring readiness for presentations.
- Coordinate travel logistics, accommodations, and meeting itineraries for senior executives.
- Handle personal and corporate gifting, thank-you notes, and acknowledgments on behalf of leadership.
- Sort, track, and distribute incoming mail and packages, ensuring timely handling.
Business Operations Support:
- Manage invoicing, budgeting, and payment processing for operational efficiency.
- Maintain accurate business contact databases and internal directories.
- Track and report expenses for business and travel-related costs.
- Create detailed run-of-show documents for travel, business events, and team meetings.
- Coordinate team events, off-sites, and retreats, handling all logistics and event planning details.
Qualifications:
- Must-Have Skills: Exceptional organizational skills, problem-solving ability, and prioritization capabilities.
- Proficiency in timekeeping, self-motivation, and the ability to keep projects on track.
- Clear and effective communication skills, both verbal and written.
- Demonstrated experience in managing complex calendars and team event planning.
- Ability to work with financial information, including budgeting and expense tracking.
- Proven track record of discretion and trustworthiness in handling sensitive information.
Preferred Experience:
- 3+ years of experience as an Executive Assistant and Business Office Manager, supporting senior leadership.
- Familiarity with office and event management tools (e.g., Google Suite and project management software).
- Experience in a media or creative agency is a plus.
This role offers an opportunity to work in a dynamic environment, supporting visionary leadership in achieving our strategic goals. We are looking for someone who can hit the ground running, work autonomously, and seamlessly support a fast-paced team.
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