Executive Administrative Assistant

Who are we hiring? 

The Executive Administrative Assistant serves as a critical collaborative partner, providing high-level, comprehensive administrative support to the President and COO at Sphere Entertainment. This role operates with high autonomy in an exceptionally fast-paced, high-velocity environment where priorities shift by the hour. Navigating this complexity requires extreme resiliency, the agility to pivot instantly, and a relentless focus on a proactive approach. 

You will not just manage tasks; you will actively partner with leadership to support business objectives and priorities. To succeed in this role, you must be exceptionally proactive, possess the willingness to learn your executive’s working style, anticipates needs before they arise, clears roadblocks and steps in to handle situations confidently and intuitively while maintaining a high-level of confidentiality. Constant context switching is part of the daily workflow - you must be highly adaptability as you will pivot seamlessly between high-level strategic tasks and detailed logistics. 

What will you do?

• Proactive Calendar & Workflow Management: Own and optimize shifting schedules across East and West Coast offices with a rapid-response environment; anticipate scheduling conflicts and resolve them before friction occurs.
• Agile Problem Solving & Context Switching: Navigate an always shifting, fast-paced environment. Switch gears instantly between widely different projects, independently prioritize tasks, manage ambiguity, and adapt to sudden real-time changes without losing focus.
• Intentional Collaborator: Act as a high-touch, fast moving liaison across administrative teams, ensuring communication flows efficiently and critical information reaches the right stakeholders with urgency.
• High-Discretion Gatekeeping: Manage incoming correspondence, phone calls, and documentation under pressure, exercising sound judgment to determine immediate follow-up actions.
• Operational Execution & Tools: Manage complex operational approvals (expenses, payment authorizations, Coupa) and balancing ad-hoc projects.
• Required Travel: Travel alongside President and COO to support business operations. This travel can be last minute, and arrangements will change frequently. Includes managing the end-to-end travel logistics and comprehensive itineraries for these trips.
• Executive Materials: Design and format presentations and briefing materials, ensuring executives are fully prepared for fast-moving internal and external engagements.
• Flexibility: Maintain full availability to work outside standard business hours to accommodate shifting executive business needs, schedules and travel demands.

What do you need to succeed?

• Experience: Candidates must have a minimum of 10+ years hands on experience driving and expediting projects in support of a C-Suite executive in a highly complex, fast-paced organization (entertainment or technology industries preferred).
• Agility and Ambiguity: Proven ability to quickly master organizational structures and maintain peak performance when goals, timelines, or environments are fluid and rapidly changing.
• Resiliency: Demonstrated composure, stamina, and diplomatic tact when managing high-stakes, fast-moving priorities under tight deadlines.
• Proactivity: A track record of thinking several steps ahead, foreseeing the ripple effects of simultaneous projects, and mitigating risks before they arise in a fast-paced setting.
• Discretion: Total integrity and proven experience handling sensitive, proprietary, and highly confidential information with speed and security.
• Highly proficient in Microsoft Outlook, Excel, and Word, with advanced PowerPoint capabilities, including designing and formatting executive presentations and presentation materials.
• Provide exceptional experiences for our guests, partners, and team members, including by adhering to our appearance and presentation guidelines while on-site.

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