Executive Assistant
Discovery Communications
Silver Spring, MDThis was removed by the employer on 9/25/2017 3:30:00 PM PST
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Full Time Job
The Facilities, Real Estate, Security, & Travel team plays an essential role for the company. This department has global oversight in the areas of real estate, technical facilities, daily facility operations, security and travel.
Responsibilities:
1. Answer telephone, screen calls, route callers, take messages, respond to internal and external inquiries, and provide routine information within the scope of authority.
2. Schedule, organize, and coordinate meetings, including travel, transportation and hotel arrangements, coordination, preparation, and distribution of materials, agendas, notes and handouts.
3. Type and compose memorandums, letters, forms, procedures, contracts, proposals, meeting notes, as well as other documents and correspondence, as appropriate.
4. Arrange travel itineraries and prepare travel and expense reports.
5. Prepare presentations, including annual budget presentation.
6. Monitor monthly expenses, reconcile budget, and refer discrepancies for resolution.
7. Schedule executive's appointments, maintain and update supervisor's daily calendar.
8. Manage project deliverables ensuring expectations and deadlines are met.
9. Manage organization charts.
10. Ensure coordination of quarterly All Hands Meeting for division with all meeting planning logistics, meeting invites, etc.
11. Support and manage events, in partnership with Facilities Event Planning Manager
12. Support logistical aspects of DCI Security Council by updating, and distributing emergency contact cards, ensuring relevant documentation is uploaded to “In Case of Crisis” app, and coordinating quarterly council meetings
13. Research and prepare reports and analyses related to Facilities related Sustainability projects.
14. Assist with managing the travel supplier RFP process and contract renewals (airlines, car rental, hotel, car service etc)
15. Plan and execute annual Silver Spring employee travel fair
16. Responsible for understanding the leasing process and ensuring all domestic leases are approved and disseminated to all appropriate parties and promptly filed and added to our existing system
17. Lead the planning and implementation of projects in support of various teams in the group, covering space/moves, construction, design, real estate, travel, sustainability, and emergency management as assigned.
Requirements:
* Bachelor's degree in a related field of study or an equivalent combination of skills, training, and experience is preferred.
* Three to five years’ executive administrative experience.
* Strong verbal and written communication, interpersonal, professional, organizational, prioritization and administrative skills are required.
* Must be proficient in Windows, Outlook, Word, Excel, PowerPoint, and database management.
* Must be able to proactively address problems, provide solutions, challenge accordingly, drive deadlines, and act as a key contributor to the operations of the division.
* Must have the legal right to work in the US