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Executive Assistant and Operations Assistant

Supporting the Chief Executive Officer, VP of Creative and VP of Development

 

Job Description:

  • Responsible for extensive calendar management for three high-level executives with demanding schedules which includes oversight of daily meetings with internal staff and external partners.
  • Coordination of quarterly board meetings and arrangement of all related business travel. Meeting preparation will require heavy oversight of AV setup, product demos, and presentation materials.
  • Provide conference support, including registration, travel arrangements, heavy meeting scheduling across time zones, and coordination with business partners and legal departments to ensure appropriate business needs are met. Responsible for all game demonstration preparation, testing and set-up through cross department collaboration and communication. Travel and on-site coordination may be necessary 1-2 times a year. Should be prepared to provide heavy remote support when needed.
  • Create processes and anticipates needs in order to provide structure and efficiency to executives’ schedules, boosting their productivity and accessibility to business partners and internal staff.
  • Ensure executives are present and prepared for all meetings. Coordinate logistics for appointments as necessary, including but not limited to, preparing printed materials, conference lines and A/V needs.
  • Field communications between executives and their direct reports helping to foster strong working relationships and an efficient work environment.
  • Represent executives through greeting visitors and professionally directing communication and follow-through with internal and external contacts.
  • Maintain strict level of confidentiality when handling information and corresponding with external contacts and internal staff.
  • Coordinate domestic and international business-related travel, including car service, rentals, flights, rail, and hotels as necessary.
  • Accurately reconcile cash and corporate card expenses and other financial documents in a timely manner.
  • Work closely with other executive support personnel, providing coverage as necessary to ensure efficiency and support of various departments throughout the organization.
  • Overtime hours are required as necessary for coverage, projects, travel, and meeting coordination.
  • Availability via email and cell is required before and after working hours to ensure appropriate coverage for executive staff, especially while the executive is traveling as travel changes may often occur.
  • Assist the Operations team with weekly internal company-wide events and projects through vendor communication, logistical details and event set-up.
  • Attend and actively participate in all Operations team meetings and initiatives.
  • Additional support for the Operations and executive teams, as needed.

 

Qualifications:

  • Have 3+ years of executive or administrative assistant experience managing and supporting multiple individuals and/or teams. Prior experience supporting C-level executives, a plus.
  • Have excellent communication and interpersonal skills; proven ability to take initiative and build strong, productive relationships with people at all levels.
  • Strong Microsoft Office skills specifically in Outlook calendar management, Excel, Word, PowerPoint and Photoshop.
  • Prior experience with catering and event planning along with the ability to coordinate mid to large scale event logistics needed.
  • Attention to detail and excellent organizational skills are critical to the success of this role.
  • Advanced written communication skills required for heavy correspondence with both internal staff and external C-level business partners.
  • Harmonix has a professional but fun culture. The ideal candidate has the ability to represent the executive team in a professional manner while also being true to our unique office atmosphere.
  • Ability to thrive in a fast-paced environment with ever-changing priorities while maintaining composure and a flexible attitude.
  • Must have a “can-do” approach to the work at hand with a desire to problem solve and find solutions when answers are sometimes unclear.
  • We are looking for someone who can thrive on their own but who also has a strong sense for team-work and collaboration within this one-of-a-kind office environment.
  • Being well-versed in IT, hardware and software support, a plus.
  • Passion for video games and/or music, a plus!

 

Harmonix is an equal opportunity employer. EOE/M/F/AAP

Harmonix is committed to inclusive excellence and strives to create the finest interactive music experiences in the world through the collaboration of diverse, talented individuals. We encourage women, people of color, and applicants from the LGBTQI+ community to apply.