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Executive Assistant II

Company: Time Warner Inc.
Location: Burbank
Posted on: January 12, 2020

Job Description:

The Job

Warner Bros. Consumer Products Inc. seeks an Executive Assistant II for the Executive department. Under direct supervision, performs administrative duties for department head and Vice President, including answering telephones, managing calendar and scheduling appointments, making travel arrangements, managing invoicing, distributing mail, and ordering supplies. General office management duties for department. Performs other related duties as required.

Success in this position requires a highly detailed and organized individual.

The Daily

  • Manages calendars including but not limited to scheduling meetings, securing meeting rooms, setting up Team and WebEx meetings, requesting drive-on passes for external attendees, ordering catering items, greets visitors, etc.
  • Coordinates and arranges travel and hotel accommodations and completes travel and expense reports.
  • Answers telephone - screens, logs, places calls, listens to voicemail, delegates calls to appropriate executives as directed.
  • General administrative duties including but not limited to open/distribute incoming mail, write and organize notes from team meetings, making photocopies of reports, documents and other materials, prepares packages for DX or courier services and orders supplies, etc.
  • Coordinates internal and external WBCP distribution of materials, including assisting in the management of the Franchise section of the CP Portal.
  • Organizes shared drive team folders including maintaining various files, records, indexes and logs. May supervise/organize projects with other department admins.
  • Leads administrative tasks related to tradeshows, including but not limited to internal and external attendees, on-site orchestration, and potential travel to key tradeshow.
  • Assists in gathering information and updating various presentations and reports as requested.
  • Processes Contingent Workforce Central forms and Master Vendor Agreements as needed.
  • Liaises with Finance to track and manage all expenditures/invoices in quarterly budget worksheets
  • Codes, routes and tracks outside vendor invoices.
  • Maintains and reconciles all PCard expenses for marketing team.
  • Responds to inquiries from internal and external groups including requests to gather information on properties and programs, licensee lists, etc.
  • Assists in collation of product requests.
  • Creates and/or updates Excel, Powerpoint and other documents as assigned
  • Attends Franchise Management & Marketing Staff meetings and recaps
  • Works with team to keep marketing rooms and departmental space organized
  • Phone reception duties and phone coverage for main reception desk, as requested.
  • Other duties or special projects as requested by supervisor.

    The Essentials

    • High School Diploma required.
    • BA/BS degree preferred.
    • Minimum 5 years administrative experience.
    • Previous experience in a licensing company or an advertising agency strongly preferred.
    • MS Word, Excel & Power Point proficiency required.
    • Extremely strong organizational skills required.
    • Detail oriented with great follow up skills required.
    • Knowledge of SharePoint, OneDrive and Box required - digital file set-up, maintenance and filing procedure.
    • Knowledge of basic math, spelling, grammar, punctuation, and English usage.
    • Knowledge of report, letter, etc. formats.
    • Ability to learn new programs, such as SAP, Teams.
    • Ability to compose correspondence.
    • Ability to schedule and operate Teams, Video Conferencing, etc.
    • Professional demeanor.
    • Project Management experience a plus.
    • Must be a self-starter and willing to take initiative in identifying needs and solving problems.
    • Must be able to handle confidential and sensitive information.
    • Must have the ability to communicate effectively and tactfully with managers and other levels of personnel.
    • Must have the ability to pay close attention to detail and understand written and oral instructions.
    • Must have the ability to organize and schedule work effectively.
    • Must have the ability to work well under time constraints.
    • Must be able to handle multiple tasks.
    • Must have ability to work well under pressure.
    • Must have ability to take initiative and work with limited supervision.
      Warner Media, LLC and its subsidiaries are equal opportunity employers. Qualified candidates will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, mental or physical disability, and genetic information, marital status, citizenship status, military status, protected veteran status or any other category protected by law.

Keywords: Time Warner Inc., Burbank , Executive Assistant II, Other , Burbank, California

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