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The Office Manager/Executive Assistant's role is to ensure the office runs smoothly as well as support the leadership team with coordination administrative tasks.

What You'll Do:

Office Coordinator: 45%

  • Proactively managed the office environment for the NY Office & assist when necessary the LA, ATL & Latin America locations
  • Main contact for incoming calls, messages, emails, office guests
  • Monitor level of supplies & handle shortages
  • Order office essentials, food, coffee, supplies, etc. & organize office documentation.
  • Resolve office-related malfunctions & respond to requests or issues with the landlord
  • Manage 3rd party suppliers & vendors  
  • Keep office environment neat & presentable
  • Maintain regional newsletter
  • Help organize & deliver on our culture initiatives involving events, appreciation, communication, growth & development & wellness
  • Assist with scheduling meetings, town halls, & other office events
  • New hire provisioning, i.e., obtain key fob, seating, computer, phone, set up Expensify, Amex Travel, & other necessary accounts  

Travel Coordinator:  25%

  • Support the Leadership team, candidates & guests with travel arrangements 
  • Negotiate & handle contracts with hotels, transportation companies, restaurants, etc.
  • Working closely with the manager & finance department to ensure contracts meet the company's needs
  • Act as the administrator of the AMEX travel portal
  • Maintaining accurate database information

Executive Assistant: 30%

  • Support the Leadership team with meetings, calendar management, & PowerPoint decks if necessary
  • Assist with Board Meeting preparation
  • Opening, sorting & distributing incoming faxes, emails, & other correspondence

What You Bring:

  • Bachelors Degree preferred 
  • Proven experience as a back-office assistant, office assistant & executive assistant (2-3 years)
  • Strong calendar management experience. Must have travel management experience 
  • Ability to handle highly sensitive information & maintain confidentiality
  • Highly motivated, pro-active, self-starter; acts with a sense of urgency
  • Internet savvy & proficient in office productivity tools (i.e., Outlook, PowerPoint, Word, Excel) travel management systems
  • Strong attention to detail, organizational & follow-up skills
  • The ability to communicate effectively verbally & in writing with all levels of the organization
  • Analytical abilities & aptitude in problem-solving
  • Must be able to work overtime as needed
  • Optimistic, curious, brilliant execution & the ability to learn from mistakes 
  • Embody the Vizrt core values Lead Forward, Act Fast, Show Heart & Create Together

What We Offer:

  • We offer an exciting opportunity in an expanding international company with a potential for personal growth
  • A caring environment with regular feedback & personal development together with great medical, dental, vision & life insurance for you & your family
  • Excellent time off programs
  • A friendly & welcoming work environment with highly skilled colleagues
  • We utilize innovative software development technologies & methodologies
  • We create software & services that push creative boundaries & develop new ways of telling stories

About Vizrt

Vizrt creates leading-edge content production tools for the digital media industry - from award-winning 3D graphics through integrated video workflow solutions. Our product line includes interactive & virtual solutions, studio automation, sports analysis, animations, maps, weather, video editing, & online publishing tools. Leading broadcasters worldwide including CNN, CBS, MSNBC, Fox, the BBC, BSkyB, ITN, ZDF, Star TV, Network 18, TV Today, CCTV & NHK utilize Vizrt solutions. This is possible due to 600 engaged & very competent employees in multiple worldwide locations. The global headquarters is in Bergen, Norway. Vizrt Americas is based in New York City & provides all of the companys product lines for clients in North & South America. Read more at www.vizrt.com.

 

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