Position Summary/Objective: Live Events, a Full Service Special Effects Company, is looking for an organized and efficient Executive Administrative Assistant to support the day-to-day of our dynamic Chief Executive Officer. Acting proactively and with a sense of urgency and in some cases autonomously, this role will understand the needs and characteristics of people with whom you work and act on those to support primarily the CEO. This position will be located in our New Castle, PA offices and is an onsite role.

Compensation/Benefits package for the Executive Administrative Assistant

• This will be a salaried exempt position. The salary will be between 50K and 60K depending on prior executive administrative experience at VP or C-Suite Level.

• Benefits: Medical, Dental, Vision insurance is offered the 1st of the month following FT employment.

• Ancillary benefits, 401k, and Paid vacation eligibility is at 3 months of employment.

• Paid Sick time is offered day one of employment and is allocated based on the Quarter in which the start date falls.

The Executive Administrative Assistant to the CEO functions as an integral support for the CEO, providing direct assistance regarding all business and client support and supporting personal matters including but not limited to: handling business email, travel, client meetings and staff communication.

Essential Functions: While not all-inclusive, following is a list of primary and general duties of the Executive Administrative Assistant. In addition to these listed duties, this position shall also perform other tasks as assigned, shall abide by all provisions of the Employee Manual, and shall participate in company initiatives and projects.

Responsibilities of the Executive Administrative Assistant

• Manage the CEO’s personal calendar and appointments.

• Monitor and daily recap CEO email.

• Schedule/reschedule CEO meetings and tasks.

• Maintain composure and professionalism with high-profile individuals, vendors and clients.

• Ensure CEO is organized and supported throughout busy days and during heavy travel.

• Plan logistics of travel and coordinate with the travel supervisor and hotels, as requested.

• Follow up and follow through to communicate to appropriate team members and/or managers/dept heads.

• Answer and screen all incoming calls for the CEO in a prompt and professional manner.

• Handle internal PR matters and cascade communication as appropriate to the company/employees.

• Attend meetings, record minutes and distribute accordingly.

• Coordinate meetings and special events for the CEO and other members of the Leadership Team as necessary, including gathering or creating any documentation and correspondence needed to prepare.

• Schedule one on one meetings between the CEO and direct reports.

• Prepare and distribute reports as requested by the CEO or other members of the Leadership team as directed by the CEO.

• Prepare required reports for weekly, monthly, quarterly and annual reporting as needed.

• Prepare correspondence/communication for CEO and the Leadership Team in key areas and ensure communication is in line with CEO/Company vision and mission.

• Miscellaneous personal assistant duties and tasks

Required Education and Experience of the Executive Administrative Assistant

• 3 to 5 years of experience supporting administratively at the Leadership level (C-Suite is preferred)

• Be a proactive self-starter who is comfortable working independently in a fast paced environment

• Proven aptitude and skills related to the above responsibilities

• Particular aptitude with Excel/Google Sheets is very helpful, but excellent proficiency using computers and typing is required.Outstanding organizational and time management skills

• Discretion and confidentiality with high-profile clients/vendors and business matters

• Skills and ability to work under strict deadlines with accuracy

• Excellent written and verbal communication skills, including spelling and grammar

• Ability to work both as a team member and independently with minimal supervision leveraging support as needed.

• Pleasant and professional phone demeanor

• Excellent problem-solving skills and ability to shift gears easily

• Continual demonstration of the Company’s core values

• Handle confidential information with the highest level of discretion at all times

• High School Diploma or equivalent is required and bachelors degree is a plus

Supervisory Responsibilities of the Executive Administrative Assistant

This position has no direct reports but will need to have strong relationships with stakeholders to leverage support to complete required projects.

Work Environment

This job operates in an office, warehouse and office environment. This role routinely uses standard office equipment such as laptop computers, smartphones, office phones and other standard office equipment. This role involves ongoing communication with internal employees and external contacts-via phone, email and any other professional means of communication necessary to complete the duties of the position.

Physical Demands

The person in this role must be able to remain in a stationary position 50% of the time and must move about occasionally inside the office to access file cabinets, office machinery and to have routine contact with individuals in and outside the office. The person in this role must frequently climb stairs, interact with employees, obtain information, attend meetings as needed to complete the essential job duties.

Position Type/Expected Hours of Work

This is a full-time position. Hours of work are typically an 8 hour day- in addition to a 1 hour unpaid lunch. This person in this role will typically work an 8am to 5pm schedule, except during high volume periods when evening and weekend will be required. This position at some times during the year will require overtime, and will also receive calls after hours. This particular role will require flexibility due to the CEO schedule.

Travel

This position requires some travel, up to 40%. Travel may be mixed - local and outside the local area and overnight. Rarely would travel be international, but being legally able to cross the Canadian border is required.

Company Culture and why you may want to join Live Events

Show others you care - Show respect

• Say: “Please”, “Thank you”, “You’re welcome” and “I’m sorry”

• Show and express appreciation

• Have each other’s back (“I got you!”)

• Engage as a team

Do the right thing

• Have a plan, work the plan

• Measure your results

• Be accountable - see it; own it; solve it; do it

Do the best you can

• Turn problems into opportunities

• Add value by becoming part of the solution

• Act with a sense of urgency … Do it now!

• Ask the question: “What else can I do?”

• Ask for coaching: “What can I do better?”

• Reject average and “good enough”

• Learn, correct, improve, and grow

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Live Events is an EEO Employer