We are looking for an operations professional with obsessive attention to detail and excellent communication skills to provide administrative support to the Senior Vice President and management of day-to-day operations for the Social Impact team! The position will include frequent contact with high level executives and external partners. The position is based in NYC and will start as a remote position with the expectation of a hybrid working situation in the future.
 
Responsibilities:

  • Maintain SVP’s calendar, which includes a high volume of scheduling and preparation of meetings both internally and externally. 
  • Serve as a point person for all meeting requests, agendas, documents and questions. 
  • Build attention-grabbing decks and assist in preparing presentations.
  • Assist with the coordination and set up of special projects, bookings, and events – as well as running internal and external requests for these events.
  • Process, submit and file expenses & invoices.
  • Maintain department office equipment ordering.
  • Provide daily operational management and contact with Facilities, Help Desk, A/V and Telecom.
  • Cultivate a strong team culture and live our values as a liaison between departments, other networks, and outside partners.
  • Help run and coordinate the Social Impact team’s budget by ensuring that all financial records are compiled and maintained accurately. 
  • Cross-check monthly expense reports from our Finance department with a close attention to detail, catching discrepancies and ensuring consistent alignment throughout the fiscal year.
  • Work efficiently & effectively with all ViacomCBS technology as well as potentially all other businesses domestically and internationally to fulfill job responsibilities, building bridges and key relationships as needed.
  • Handle backend payment systems such as (but not limited to) Ariba and Benevity, processing invoices, and ensuring vendor payments are received in a timely manner. 
  • Exercise thoughtful judgment as to the best means of payment for each vendor depending on their unique circumstances and the outlines of their agreement.
  • Serving as the liaison and gatekeeper to external partners and staff ensuring timely and appropriate management of all inquiries.
  • Prepare weekly and quarterly reports for SVP and others to ensure there is an open line of communication about the status of spending.

Basic Qualifications:

  • 5 years minimum executive/administrative assistant experience; entertainment or social impact experience preferred
  • Excellent computer skills, especially for a hybrid remote environment (Slack, Zoom, Microsoft, Google suite)
  • Bachelor's degree preferred

Additional Qualifications:

  • Excellent written and verbal communication
  • Excellent time and project management skills
  • Highly organized with fervent attention to detail
  • Able to anticipate needs of the office and respond accordingly
  • Able to work in a fast paced environment and multi task; flexible and adaptable to change
  • A team-player who demonstrates initiative and embraces projects with passion and enthusiasm
  • Able to discreetly maintain sensitive information
  • Able to interact confidently with individuals at all levels of organization, particularly senior levels
  • Kind to yourself and others, with a passion for social change verbal communication
  • Excellent time and project management skills
  • Highly organized with fervent attention to detail
  • Able to anticipate needs of the office and respond accordingly
  • Able to work in a fast paced environment and multi task; flexible and adaptable to change
  • A team-player who demonstrates initiative and embraces projects with passion and enthusiasm
  • Able to discreetly maintain sensitive information
  • Able to interact confidently with individuals at all levels of organization, particularly senior levels
  • Kind to yourself and others, with a passion for social change

Job ID 6702

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