Administrative Assistant

Job Description

Job Description

BrandStar is a multi-company organization operating across media, television production, marketing, and related businesses. Our teams are entrepreneurial, fast-moving, and highly collaborative, with employees frequently working across departments and business units to accomplish shared goals.

 

We are seeking an experienced Administrative Assistant to provide high-level administrative and project coordinator support. This is an ideal opportunity for someone who is highly organized, proactive, resourceful, and comfortable working with individuals at all levels of an organization.

 

The Administrative Assistant will assist with a variety of administrative tasks to support the revenue goals of the organization. This in-office opportunity is a growth opportunity for candidates who possess good administrative skills, are proactive with a curiosity to learn, master tasks accurately and efficiently, and like the culture of small or medium sized businesses where one may wear multiple hats at times.

 

ABOUT THE ROLE

This is much more than a traditional administrative assistant position. This is a trusted extension of two executives, helping them stay organized, prepared, and focused while ensuring that commitments and projects move forward.

 

The ideal candidate is someone who does not simply take notes or schedule meetings - they own the follow-through. You will track action items, coordinate with department heads, employees, vendors, and other stakeholders, anticipate what is needed before meetings, and make sure important tasks do not fall through the cracks.

 

You will manage multiple priorities simultaneously and need to be comfortable shifting between executive support, project coordination, research, communication, and follow-up throughout the day.

Key Responsibilities:

• Manage and coordinate calendars, including scheduling, rescheduling, prioritizing, and resolving conflicts.
• Coordinate meetings involving executives, department heads, clients, business partners, vendors, and other external contacts.
• Ensure executives have the appropriate information, materials, agendas, background, and other preparation needed before meetings.
• Monitor upcoming commitments and proactively identify items requiring preparation or follow-up.
• Help prioritize competing demands and ensure important deadlines and commitments remain visible.
• Prepare meeting agendas, supporting materials, presentations, reports, and other documents as needed.
• Handle confidential and sensitive information with discretion and professionalism.
• Attend meetings as appropriate to capture key decisions, action items, responsibilities, and deadlines.
• Maintain organized records of action items and commitments.
• Follow up with responsible parties to ensure assignments are completed on time.
• Proactively communicate when deadlines are approaching, priorities have changed, or additional information is needed.
• Keep projects moving by identifying next steps, communicating deadlines, and following up with responsible parties.
• Track deliverables and escalate delays or issues when appropriate.
• Adapt quickly as priorities change and new projects arise.
• Serve as a professional point of contact on behalf of the executives.
• Communicate professionally with employees at all levels, from entry-level staff through senior leadership.
• Build positive working relationship across departments and business units.
• Ensure information is communicated accurately and timely to appropriate individuals.
• Coordinate travel, meetings, events, and other related logistics as needed.
• Manage scheduling for front desk coverage and participate in the rotation.

 

WHO WE ARE

BrandStar is a fully integrated multi-media, digital video, and television production facility. We are experts in connecting PEOPLE with BRANDS to do LIFE better by way of delivering current and strategically relevant brand content that inspires, educates and enhances the lives of our viewers and media audiences.

 

 

• Bachelor’s degree or equivalent experience in business administration required.
• Minimum of 3 years experience providing executive level support, preferably supporting more than one manager simultaneously.
• Demonstrated experience managing complex calendars and coordinating meetings.
• Strong verbal and written communication skills.
• Proven organizational skills and impeccable attention to detail.
• Excellent time management skills with proven ability to meet deadlines.
• Ability to manage multiple projects and priorities simultaneously. Experience coordinating projects involving multiple departments or business units a plus.
• A high degree of professionalism in dealing with varied groups of people, including all levels of employees and management, clients, and vendors.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround, and to switch gears at a moment’s notice.
• Self-directed, goal-oriented and flexible, enjoying working in a fast-paced and at times challenging environment.
• Possess a positive, team-player, 'Whatever It Takes' attitude.
• A high level of proficiency with MS Office Suite - Intermediate to advanced level user of Microsoft PowerPoint, Excel, and Word. Previous experience managing others’ calendars and/or email via Outlook.
• Solid knowledge base of office administration, clerical procedures, and recordkeeping systems.