Executive Assistant

Overview

Executive Assistant

MarketSource is a sales acceleration company focused on delivering better outcomes for many of the world’s most iconic brands. We design, operationalize, and execute managed sales and customer experience solutions for companies in B2B and B2C environments.

Our solutions are purpose-built and tech-enabled to deliver measurable improvements in business outcomes. We live by a set of people-focused values that guide our relationships with each other and with our clients. By putting people first, working together to make others successful, and establishing a rich and empowered work culture, we create opportunities for our people and the businesses we serve to be successful.

Summary

The Executive Assistant provides highly complex administrative support in a fast-paced environment. This role will serve as the primary point of contact for internal and external customers on all matters pertaining to the MarketSource President.  The Executive Assistant exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a balance among multiple priorities.

Responsibilities

Essential Job Functions:

• Complete administration support to President
• Provide support to enable the effectiveness of the Executive Team through the provision of a broad range of administration activities
• Efficiently perform general office duties including typing, filing, scanning, faxing, email, and phone in an executive office environment
• Maintain and coordinate Outlook calendars for multiple executives
• Plan, manage and attend to the President’s calendar, emails, visitors and phone calls
• Assist with the completion of necessary statistical reports as requested
• Coordinate domestic and foreign travel arrangements for various levels of operations, including appropriate approvals and expense report processing
• Code and process business expenses
• Coordinate conference calls, events, conferences, and all meetings
• Effectively communicate and work with all levels of management maintaining a high level of confidentiality
• Prepare all documentation required for meetings and take minutes when required
• Prepare reports and presentations when required
• Develop and maintain strong internal and external relationships
• Compile statistical information as requested
• Assist with ad hoc administration duties that are consistent with the role
• Partner with Communications when it pertains to Executive correspondence
• Travel to meetings as needed
• Provide a high-level support of Executives of varying levels for various processes, activities, and other tasks
• Maintain up to date organizational charts
• Partner with event planner at large internal or client meetings to include but not limited to badge creation, supply ordering and shipment of awards.

Qualifications

Required Knowledge, Skills, and Abilities:

• Ability to communicate and write effectively and clearly.
• Ability to effectively present information to top management and all levels of the organization.
• Ability to effectively manage multiple tasks and projects in a timely manner.
• Ability to prioritize and problem solve to complete work with minimal supervision.
• Ability to always maintain a high degree of confidentiality.
• Ability to understand the business, products and services and represent the company effectively to others.
• Ability to interact well as a cohesive team with the administrative support group.
• Ability to build and sustain strong relationships with management team, employees and clients.
• Ability to create excel spreadsheets, PowerPoint presentations, navigate Outlook and the internet, as well astrain others as appropriate.
• Ability to utilize general office business equipment.

Job Requirements:

• Bachelor's degree preferred or equivalent experience required.
• Minimum of five years executive assistant experience supporting senior Executives is required, preferably in Fortune 500 Company.
• Must be proficient in Microsoft Office Suite – specifically Outlook, PowerPoint, Excel, and Word
• Excellent written and verbal communication skills
• Must be flexible, organized, motivated and detail oriented
• Four (4) in-office workdays per week and the option to work one (1) additional day remote OR in office.

Additional Information

MarketSource is an Equal Opportunity Employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call 877-883-4575 or email [email protected].

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms.  This role may be eligible for the following:

• Medical, dental & vision
• 401(k)/Roth
• Insurance (Basic/Supplemental Life & AD&D)
• Short and long-term disability
• Health & Dependent Care Spending Accounts (HSA & DCFSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

San Fran Candidates only: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Los Angeles Candidates only: We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Unincorporated Los Angeles County Candidates Only: Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. Where applicable, in accordance with the Los Angeles County Fair Chance Ordinance for Employers, Candidates must satisfy all pre-employment screening criteria and may be disqualified due to criminal history because the requirements of this position, as outlined above, may include: access to valuable company assets; exercise of good judgment and performance of duties safely under work conditions that may be stressful including under supervision of client; access to sensitive personal or financial information; and/or access to objects that may be used to inflict injury or harm to others.