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About the Role
The Executive Assistant manages the day-to-day operations of the Chief Communications Officer (CCO) and her department, serving as a key liaison to executive leadership and external industry contacts. This role provides essential operational support, including schedule management, travel arrangements, and confidential information handling.
Responsibilities
- Serve as a contact for the CCO to Hallmark Media EVPs, Hallmark Cards executives, and external agencies/vendors.
- Manage and control the daily schedule, prioritizing access and time allocation.
- Communicate on behalf of the executive, including confidential matters, when authorized.
- Manage communications and workflow into and out of the executive's office.
- Maintain multiple calendars, prioritizing and communicating complex scheduling.
- Manage logistics for communications and industry events, liaising with partners, handling invites, and RSVPs.
- Oversee execution of large-scale meetings and work sessions, coordinating IT, administration, and F&B.
- Prepare and track purchase orders and establish necessary accruals for services.
- Conduct extensive online and offline research as requested.
- Schedule all travel arrangements, including accommodations, reservations, transportation, and registrations.
- Monitor travel progress, including outside of core hours.
- Prepare and review expense reports for compliance before submission.
- Act as a center of expertise for colleagues on the corporate travel and expense reporting system.
- Assist the communications team in planning and executing events, including talent/press screenings, virtual events, and junkets.
- Fulfill table invites for industry dinners and assist with award submissions.
Requirements
- Requires 10 years of executive administrative experience supporting C-suite level executives, OR a college degree and 5 years of experience providing executive C-suite support.
- 5 years' experience using Microsoft Office.
- 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, attention to detail, and meet deadlines.
- Highly capable of handling multiple projects to ensure on-time delivery and top-quality work.
- Excellent organization, presentation, and communication skills with the ability to handle sensitive and confidential information.
- Flexible work schedule and availability to support the executive outside of standard office hours, including evenings and weekends.
- Collaborative with the ability to develop effective organizational-wide relationships and work in a cross-functional environment.
Skills
- Microsoft Office
- Organization
- Presentation
- Communication
- Handling sensitive and confidential information
- Handling multiple projects
- Attention to detail
- Meeting deadlines
- Working in demanding environments
- Tact
- Diplomacy
- Poise
- Discretion
Experience Level
- 10 years executive administrative experience supporting C-suite level executives
- 5 years experience providing executive C-suite support
Education Level
- College degree
Salary/Compensations
- $26.59-$35.44 hourly