Chicago Casting Calls & Acting Auditions

An International Trading company is seeking a Bilingual Japanese/English Sr. Administrative Assistant to join their team in Santa Clara, CA. This position is responsible for providing administrative and operational support to the GM. A bachelor’s degree, 2-3 years of administrative experience, and ability to speak, read, and write Japanese are required. This is a full-time, non-exempt, hybrid position with excellent benefits and 401k.

Bilingual Japanese/English Sr. Administrative Assistant Duties:

• Managing full Outlook company calendar
• Communicating with top executives from HQ (both English/Japanese)
• Supporting external established professional networks
• Creating and updating presentation materials (external & internal facing presentations, press releases, etc.)
• Processing Outgoing mail (USPS/FEDEX)
• Collect and distribute Incoming mail
• Answer incoming calls to General office phone
• Processing expense reports as requested
• Prepare office related expense payment for submission to NY HQ – data entry
• Update routine reports (i.e. quarterly guarantee status) and submit to HQ
• A/P & A/R for all intercompany related bills/invoices
• Coordinating all Investment Committee sessions
• Meet and Greet Office Visitors at Lobby Area
• Completing monthly reports
• Set up Video Conferences meetings with internal and external parties
• Assisting with IT related problems with Conference rooms, etc. coordinate with HQ.
• Travel arrangements
• Make arrangements for all meetings, dinners, etc. as requested
• Planning and hosting various office events (dinners, etc) as needed (evenings required)
• General office/facility maintenance – keeping conference rooms in order, keeping kitchen and office supplies stocked
• Assisting in Monday All-Hands meetings co-ordination
• Creating and updating all inter-company service agreements
• Support rotational staff onboarding and relocation and other HR related administration

Bilingual Japanese/English Sr. Administrative Assistant Skills:

• Fluent in both written and verbal Japanese and English (required)
• 2-3 years of administrative experience (required)
• Advanced software skills (MS office suite, general software knowledge)

****If interested, please apply with your most updated resume including your minimum salary requirement and why you left/or are looking to leave your current company. ****

Activ8 West- Los Angeles (Japanese Recruiting Company) Recruitment & Solutions / Renaissance Resources Inc., has been one of the leading recruiting firms in North America when it comes to working with Japanese Businesses for almost 20 years. We have offices in Los Angeles, Chicago, Atlanta, Texas, New Jersey and Canada. Our services are based on the needs of our clients, and we connect them with qualified candidates in the Automotive, Electronics, Food & Beverage, Logistics, Manufacturing, and Oil & Gas industries. With the recent expansion to California and the NYC/NJ area, our coastal offices have started working with clients in the Banking, Finance, and Entertainment Industries. We like to take the approach of working one on one with each of you to ensure that we have the best understanding of your background and what it is you are looking for in a career.

Please visit our website at www.activ8usjp.com >>> Click “Job Seekers” to see more jobs and register online!!!

Activ8 Recruitment & Solutions

About the Company

The Ellen brand was built off of the multi-hyphenate comedian, actor, writer, producer, author, entrepreneur, and 33-time Emmy award-winning talk show host.

The Ellen Digital business comprises several core lines of business, including her e-commerce and lifestyle brands (such as Ellenshop and Be Kind), her engaging and wide-reaching social media content, and her original intellectual property, including popular digital games like Heads Up! and Psych, as well as her digital series like ‘Momsplaining’ and ‘Fearless’.

Description of the Role

We are looking for an experienced Head of Operations to optimize the Ellen brand’s day-to-day business operations with a wealth of knowledge in managing and enhancing operational efficiency and implementing best practices to drive business performance. This role will work supporting the General Manager, who runs the brand’s creative and strategy, to ensure the efficient functioning of the business.

The ideal candidate is highly strategic, growth-minded, and analytical with a proven track record in growing a high-revenue business, operational management, financial decision-making, and risk mitigation.  This person is an expert in developing and deploying processes and systems to drive operational efficiencies, financial and business modeling, cross-functional communications, growth and profitability, with experience in building profitable businesses from the ground up.

Core Responsibilities

●     Analyze and understand Ellen’s current lines of business, strategy, and performance in order to make informed recommendations about the current and future direction of the business

●     Oversee daily business operations and ensure excellence in all aspects of the business

●     Work alongside the GM to develop and implement strategic initiatives and achieve business performance goals – be a key driver of company scale and profitability.

●     Develop and implement operational processes to increase efficiency

●     Develop, manage, and report on the company’s financial performance including budgeting, revenue, expenses, and profitability

●     Partner with leadership team to model & forecast all growth-related initiatives (e.g., new program development, expansion into new markets, evergreen marketing & sales campaigns)

●     KPI tracking and reporting for each department in the organization to inform weekly departmental meetings, quarterly and annual planning processes

• Identify areas for improvement and make recommendations to implement changes to optimize operational efficiency

●     Build and maintain relationships with vendors, suppliers, and other partners to ensure the smooth functioning of the business

●     Maximize profitability and organizational efficiency through direct management of the company’s administration, finances, operations, tech systems & key process development

●     Help set the company’s strategic priorities; partnering with GM to identify metrics for success and evaluating progress

Who You Are

●     A highly experienced leader with a history of successfully running day-to-day business operations and optimizing efficiency

●     Possess an excellent ability to think critically, develop strategic business plans, and improve on current processes to achieve organizational goals

●     Has exceptional communication skills, with the ability to build relationships and collaborate effectively with colleagues and stakeholders at all levels of the business

●     Displays impressive problem-solving skills with a data-driven approach in order to evaluate and strategically advise on what is working/not working for operational success

●     Possess a strong understanding of financial planning, analysis, and decision-making for a business, including budgeting, forecasting, P&L, and ROI

●     Can manage change and lead a business through obstacles while identifying and mitigating risks

●     Has extensive experience or knowledge in e-commerce, DTC, digital games, entertainment content development, social media, and digital marketing

●     Living in or around Los Angeles is a plus.

Specifics:

Role Type: Full-time

Ideal start date: Immediate

Location: Los Angeles

Ellen Digital

Job Summary

We are looking for an organized and self-starting Office Manager who is eager to shape the world around them. You will immediately make a lasting impact on our one-of a-kind engineering firm. 

The Office Manager is an 100% in-office role which provides day-to-day operations and executive administrative assistance to ensure a welcoming, productive, and smooth-running office environment. This position engages with all employees across the organization and provides support to the Executive and Human Resource teams.  

• Maintain a smooth-running office environment through partnerships with facility vendors such as cleaners, property management, security, and office supplies

• Maintain inventory of office, general warehouse and basic safety supplies which may require processing a purchase order or a trip to a local store

• Coordinate incoming and outgoing office mail, couriers and parcel shipments

• Coordinate logistics for company meetings and customer visits such as calendar invites, ordering food and special set-up requirements

• Provide basic IT support such as setting up and trouble-shooting conference room presentations, ordering computer hardware accessories and being a liaison with our IT vendor

• Source and procure stationary, business cards, apparel, event items and other brand promotional items as needed

• Active member of the company Events Committee

• Make travel, lodging and car rental arrangements for team members

• Provide Administrative Assistance to the Executive team and Human Resource Generalist as needed

• Serve as a backup for processing payroll

• Assist with the set-up of new hire onboarding

• Execute on the Employee Recognition and Customer Management programs

• Maintain the MS Outlook general resource library drive and update files such as org charts, phone lists, floor plans and general office signs

• Perform additional tasks as requested

• Physical presence in the office is required

Job Requirements

Education

• High School Diploma – required

• Associate or Bachelors Degree – a plus

Experience

• 2+ years of Office Management – required

• Payroll Processing – a plus

Knowledge

• Payroll Applications, ideally ADP – a plus

Skills and Abilities

• Self-motivated with ability to organize, plan, and prioritize work to meet deadlines

• Thoughtful, thorough, and detail-oriented when completing tasks or solving an issue

• Innate ability to anticipate or mitigate office operation concerns or needs 

• Ability to maintain confidentiality of sensitive information

• Effectively communicate across all organizational levels as well as with vendors and clients

• Demonstrate initiative, accuracy and professionalism in producing quality work

Benefits of Employment

• Competitive salary

• Medical insurance

• Dental insurance

• Vision insurance

• HSA and FSA options

• Life insurance

• ST and LT Disability insurance

• 401K plan with above market company matching

• Generous Paid Time Off (PTO) plan

• Company Holidays

About Uni-Systems Engineering

Uni-Systems Engineering is a single source provider of custom mechanization for iconic structures and attractions that deliver impressive experiences for our customers and the general public. We partner with engineers, architects, and construction managers to mitigate risk and deliver functionally integrated, reliable showpieces. Our team of mechanical, structural, and electrical engineers specializes in providing custom, project-specific solutions to complex and unprecedented engineering challenges. We work in a wide range of industries including Stadiums and Ballparks, Telescope Observatories, Amusement and Entertainment, Aerospace, Manufacturing, and Residential. Please see our website (www.uni-engineer.com) for more project information.

Uni-Systems Engineering

The Role

The Administrative Assistant is responsible for supporting Force Marketing’s shared services team with accounting, data entry projects, day-to-day office building management, coordinating of specific HR tasks and other special projects. Reporting to the Controller/HR Director, the right person for this role is someone who works well with others and willing to step in and lend a hand to help their teammates.

What You’ll Do

· Manage the day-to-day needs of physical office space – including building maintenance requests, front office upkeep, receiving visitors and guests and more.

· Support the Accounting team with processing revision and new opportunity requests in Salesforce through CPQ.

· Assist in Accounts Receivables with collections.

· Assist Accounts Payable with data entry tasks.

· Manager overall companywide travel – evaluating and reserving flights and hotels in alignment with associate or leader’s time commitments in a timely and complete manner.

· Maintain inventory of supplies, client gifts, and swag – working with team to order replacements at best price points when needed.

· Work with HR and IT to coordinate the setup of all new hire equipment.

· Manage requests for sporting event and other entertainment tickets for the company-owned suites.

· Responsibly receive, transmit and handle consumer and customer data per the Company data handling agreements, work procedures and policies.

· Additional duties as assigned.

Who You Are & What You’ll Have

• 1+ year of professional working experience in a customer service oriented role.
• Excellent written and verbal communicator.
• Creative problem solver, with the ability to identify and troubleshoot and resolve issues independently.
• Thrives in a team environment and works well with others.
• Highly organized and attentive to details.
• Strong working knowledge of Microsoft Office and G-Suite

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an associate to successfully perform the essential functions of the job. While performing the duties of the job, the associate is required on a daily basis to analyze and interpret data, communicate, and remain in a stationary position for a significant amount of the work day; and frequently access, input, and retrieve information from the computer and other office productivity devices. The associate is regularly required to move about the office and around the corporate campus. The associate is occasionally required to travel to other sites, including out-of-state, where applicable, for business. The associate must frequently move up to 10 pounds and occasionally move up to 25 pounds.

The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. While the job is generally performed in an office environment, the associate is occasionally exposed to wet and/or humid conditions, areas in which moving mechanical parts, fumes, toxic or caustic chemicals are present, and outside weather conditions. The noise level in the office environment is typically quiet, but the associate may be occasionally exposed to loud noise levels. Minimal travel is required for this position (up to 20% of the time and on a domestic basis).

*Is eligible to legally work in the United States.

Force Marketing and it’s family of brands is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Force Marketing

Administrative Assistant & Office Manager

A leader in the Biostimulant industry, Horizon Ag Products began manufacturing soluble humus products for Agriculture in 1983.  Based in Lakewood, CO, we are a recognized leader in our industry. With approximately 100 employees, we operate six manufacturing plants in six states and several surface mines.  We strongly believe our products are of significant benefit to mankind and we make them better than anyone else in the world.  We support a lifestyle of balanced priorities where everyone works hard and enjoys themselves and each other.  We look out for one another and cherish the caring attitude and respect we have for one another in the workplace and beyond.  Above all else, we conduct ourselves with integrity and follow the guiding principles outlined on our website, www.horizonag.com.

Summary

This position is responsible for supporting the Executive Team including the CEO, and Chairman of the Board. The successful candidate will have a proven record of being a creative, hands-on problem solver and taskmaster. This position requires extensive experience and good judgment as well as a superior work ethic and organizational skills to plan and accomplish goals. Meeting planning and travel booking experience is necessary. This person will also serve as the Office Manager. Successful experience as an Office Manager is required. The ideal candidate will be a self-starter, have a commitment to learning, strong problem-solving skills, effective and clear communication abilities while maintaining strict confidence. This individual will be highly flexible and creative, with both the ability and drive to effectively assist in the company’s success.

Essential Skills

• Proactively perform administrative duties for the CEO and other company executives.
• Assist with the executive’s calendars, including scheduling meetings, appointments, sales events and making travel arrangements.
• Maintain notary status and function as a notary for the company.
• Prepare correspondence, legal documents, spreadsheets, expense reports, PowerPoint presentations, etc. Maintain our corporate contract library.
• Prepare and organize reports, sensitive agreements, and confidential information.
• Plan & set up various meetings/events, including making all reservations & addressing all logistical concerns from decorating to entertainment and food.
• Interacts with the Board of Directors. This includes coordinating board calls and related meetings including the preparation of materials and related communication.
• Primary liaison with our corporate office property management company as well as our offsite research and development facility management company. Manage all office support issues.
• Maintain and coordinate office decorum.
• Maintain strict confidentiality regarding the executive suite.

Qualifications & Requirements

• A college degree is preferred with five years’ previous experience in an administrative support role as well as several years managing an office.
• Strong organizational skills with the ability to work effectively and proactively with a minimum amount of direction and juggle multiple demands simultaneously.
• Strong communication and people skills are required. Effective interface with Horizon customers, and all internal department personnel and senior management is essential.
• Proven ability to manage multiple projects simultaneously with strict attention to detail while maintaining professionalism and meeting deadlines.
• Extensive experience with Event Planning management.
• Complete proficiency with Microsoft Office including Word, Excel, Outlook, and PowerPoint.
• Proficient with various technologies and platforms applicable to the company and the role.
• Ability to work with sensitive materials and maintain confidentiality.
• Highly ethical individual with a focus on delivering results and making a positive impact on the workplace.

Additional Information

Classification: Exempt / Salary, paid bi-weekly, benefits eligible

Position open: Immediately

Locations: Lakewood, CO

Reports to: HR Director

Horizon Ag-Products will not sponsor applicants for work visas for this position

Horizon Ag-Products is an Equal Opportunity Employer

Compensation: From $60,000.00 to $65,000.00 per year
Horizon Ag-Products

Executive Assistant

Charlotte, NC

OVERVIEW

Eastdil Secured is the largest independent commercial real estate investment bank in the world, by volume, with nearly $3 trillion in completed transactions over the past 15 years. We uniquely combine commercial real estate and capital markets expertise to provide clients with advisory services and investment strategies for all major markets, transaction types, and asset classes. As a privately held firm with significant employee investment, we thrive on our intelligence-driven team, state-of-the-art technology, and collaboration across 21 offices and 3 continents. Our collective experience, expertise, and resources provide us with the ability to successfully execute the world’s most impactful transactions in the capital markets.

JOB DESCRIPTION

This position is a full-time, in-person, role in our Charlotte, NC office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple transaction professionals on various teams as well as back-up support to the broader team and office. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.

Essential Functions

• Provide executive administrative support to deal team including multiple senior-level deal professionals.
• Manage complex calendars including scheduling appointments and video calls and managing logistics for meetings and client entertainment, gifts & events.
• Liaise and support internal and external clients while maintain confidentiality.
• Support the transaction process by managing Eastdil Secured’s proprietary database, assist with deal marketing process including but not limited to data management, timely distribution of marketing materials to clients, meeting coordination and associated travel.
• Track expenses and submit monthly expense reports for team.
• Arrange complex domestic & international travel itineraries as well as occasional personal travel coordination.
• Work in a fast-paced environment, make informed decisions, communicate effectively, prioritize workload efficiently and with accuracy in high pressure situations.
• Collaborate and provide back-up support to other Executive Assistants and collaborate with Business Operations teams across multiple offices.
• Assist in editing, formatting, and printing presentations and documents using Microsoft Word, PowerPoint, Excel, and Adobe PDF.
• Provide back-up support to other Executive Assistants and collaborate with Business Operations teams across multiple offices.
• In-person position
• Ad-hoc personal tasks may also be required.
• Some off-hour availability (overtime) required.

Education and Qualifications

• Bachelor’s Degree, preferred.
• 3+ years of experience in a corporate environment working with senior level executives.

Experience, Skills and Competencies Required

• Positive and professional attitude with the ability to self-motivate.
• High level of attention to detail and accuracy
• Handle confidential information with diplomacy and discretion.
• Excellent organizational and time-management skills, with the ability to prioritize workload, multitask and work under pressure to meet deadlines.
• A self-starter with a high degree of energy
• Strong sense of initiative and a process-improvement mindset.
• Experience coordinating complex calendars and meetings using Microsoft Outlook, Teams and Zoom
• Experience with booking complex travel and managing multiple itineraries simultaneously.
• Experience with expense report processing for multiple team members; SAP Concur Expense and Travel management software experience a plus.
• Tech-savvy and excellent computer skills.
• Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
• Ability to produce regional events.
• Apple device required for remote connectivity.

Salary Range: $67,000-$94,000

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Eastdil Secured will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on their F-1 or other student visa status. Candidates must be able to work in the United States on a permanent basis.

Eastdil Secured

Our client, a nonprofit organization located in Newton, MA, is seeking a professional Executive Assistant to join their team! In this role your main duties include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. An ideal candidate should be able to anticipate and address the needs of senior management and perform administrative tasks to ensure their days run smoothly and efficiently. This is a full time role (Monday – Friday) and can compensate up to $38/hr depending on experience.

Job Duties:

EXECUTIVE AND PERSONAL ASSISTANTANCE:

• Manage and maintain incredibly detailed, ever-changing calendars including scheduling appointments, conference calls, and events.
• Coordinate business and personal travel itineraries, flights, hotel accommodations, rental cars and other travel needs.
• Draft and edit correspondence, communications, presentations and other documents on behalf of management.
• Serve as a liaison with internal staff at all levels. Interact with external partners as well as RFF leadership.
• Prepare agendas for meetings, briefing materials and presentations as needed.
• Provide administrative support to management in order to increase availability for other executive level responsibilities.
• Manage phone calls and emails.
• Respond promptly to managers’ queries.
• Facilitate internal communication (e.g. distribute information and schedule presentations).
• Office management, program support and general needs.
• Manage and maintain incredibly detailed, ever-changing personal calendar including scheduling personal appointments.
• Provide assistance and support on various projects.
• Errands: Tasks range from merchandise returns, and package pickups to fetching specialized items in the Greater Boston area.
• Home Maintenance: Source contractors, get estimates, and oversee various projects – big and small.
• Provisioning: Occasional shopping, paying careful attention to quality and brand preferences.
• Handle inventory and supplies.
• Event Planning: Help secure venue selection, catering, production, entertainment, gifts, transportation, and lodging.
• Custom Organization. Varies from small filing projects to computer clean-up projects.

QUALIFICATIONS AND EDUCATION REQUIREMENTS

• Bachelor’s degree required.
• 3 or more years supporting C-Level executives.
• Computer literacy and proficiency in Microsoft Office.
• Strong communication skills (via phone, email and in-person).
• Experience exercising discretion and confidentiality with sensitive company information.
• Attention to detail is a must.
• Strong organizational skills.

Qualified candidates are encouraged to apply for consideration!

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

Beacon Hill Staffing Group

Executive Assistant to SVP, Marketing

EMPIRE is an independent label, born and bred out of the Bay Area (San Francisco, California). We have grown to become the largest independent record label in the U.S., with a significant global presence covering Africa, Asia, Europe, Australia and North and South America. We keep ourselves busy with a myriad of music-related services, ranging from the creation of original content and goods (e.g., sound recordings, music publishing, merchandise, and virtual goods) as well as the marketing, promotion, distribution, and creation of brand partnerships around the same. 

EMPIRE is currently looking for an experienced and energetic Executive Assistant to support our SVP, Marketing. The ideal candidate will have music industry experience, and have great judgment with discretion and confidentiality, as well as the ability to manage projects and deadlines.

This exciting role requires superior attention to detail, great organizational skills, the ability to meet tight deadlines, and to juggle multiple critical requests. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company is important. Must be very efficient and highly attuned to the smallest of details, as well as being able to multi-task and working on tight deadlines in a high-pressure environment is crucial. No task is too small and no challenge too great. A “can-do” attitude is essential.

What you’ll be doing:

• Interact with client and potential clients as well as other artists and high-level visitors

• Provide high-level administrative support and have the ability to work well with all levels of internal management and staff

• Pull together various industry charts, information and reports using a variety of resources

• Manage the executive’s desk and daily schedule,  manage itineraries, meetings and events, maintaining contact to inform them of upcoming appointments and meetings; Identify key issues and prioritizing the schedule accordingly

• Coordinate the logistics of Meetings, Conference Calls and Video Conferences

• Work closely with the Leadership team to provide seamless support to the Executive

• Manage and execute various travel arrangements and process travel & entertainment expenses

• Create and send grammatically/punctually correct internal/external company communication

Requirements:

• 2+ years executive assistant experience

• Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management

• Ability to interact comfortably and effectively with employees of companies with which we do business

• Self-motivated, proactive, and resourceful

• Excellent follow-through and attention to detail

• Flexible – able to adjust to changing priorities, and able to multitask

• Excellent customer service skills

• Excellent organization and time management skills

• Strong oral and written communication skills

• Run presentations and troubleshoot technical challenges

• Must also demonstrate initiative, resourcefulness, and an ability to manage multiple assignments under tight deadlines

• Knowledge of travel logistics

• Extreme discretion with sensitive information

• Has advanced research and data analysis skills

• Adaptable to a variety of situations with numerous personalities

• Proficiency in Microsoft Office and other office productivity tools

• Willingness to put time in after hours and on weekends as needed

• Develop and demonstrate professional knowledge of the music business

• Proven ability to work effectively with senior management and senior level clients

• Strong time-management skills and advanced ability to organize multiple priorities in a fast-paced environment

• Ability to create efficiency through the use of technology and music-based systems, with aptitude to learn new software and systems

• Live in San Francisco or willing to relocate

Perks Playlist:

• Competitive salary commensurate with experience
• Health insurance, vision and dental 
• Life Insurance, short-term disability and long-term disability insurance is provided at no cost to you 
• Paid Holidays and paid time off 
• Company 401k plan

At Empire Distribution Inc., we value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

EMPIRE

Sincere is looking for an awesome Executive Assistant to support our four-person C-suite. We need an event-coordinating, multi-tasking, problem-solving maestro who lives within 20 minutes of Framingham, MA. This full-time role will include a variable mix of Company responsibilities and personal tasks. The ideal candidate is flexible, dependable, and tenacious; and is equally comfortable coordinating hotel arrangements for 50+ people as they are installing a shelf in our office or picking up last-minute groceries.

In this role, you will:

• Orchestrate logistics for 3 annual team summits — coordinate travel, accommodation, meeting space, entertainment, catering, dining and ticket reservations, and transportation.
• Organize regularly scheduled team “spirit” activities.
• Document team events & curate a digital archive of Company history.
• Manage the overall appearance, function, and cleanliness of our workplace.
• Maintain pantry, office supply, and team merchandise stock.
• Ensure office A/V, WiFi, and security systems are best-in-class and in working order.
• Book executive travel arrangements.
• Handle shipping, returns & exchanges for the Company and executive team.
• Source personal service providers & schedule appointments for the executive team.
• Handle household tasks for the executive team as needed — shopping, selling, donations, setup, installation — you get the idea.

Requirements: 

• BONUS: 2+ years of corporate or private event planning experience.
• You get things done. Without sacrificing quality. Your results speak for themselves. 
• You love lists. And crossing things off them. You’ve got processes and systems in place to keep you on track.  
• You are an excellent listener and have a superior memory for details. No one needs to tell you something twice. With minimal direction, you’re off to the races. 
• You are a fantastic communicator — written and verbal. Typos irritate you, you can’t stand gerunds, and grammar is (almost) your middle name.  
• You have raw intelligence. You graduated from a good college with a solid GPA. 
• You can keep a secret. Discretion is key when you work for an executive team. 
• You aim to please and strive for perfection. You often go above and beyond what is asked, and you anticipate needs before they happen.
• You have thick skin. You don’t offend easily, can handle constructive criticism and are adept at dealing with demanding personalities. 
• You are caring, curious and have a great sense of humor. Hey, it’s not all about work you know! 
• You must have reliable transportation and live within 20 minutes of Framingham, MA.
• You can work from home. And our office. And our CEO’s house. And wherever you’re needed. You’ll work reasonable hours, but you have a 24/7 mindset. You get the point. 
• You like kids and are comfortable with pets. You will encounter both in this role.

About Sincere

Do you want to work in a growing company that invests in its employees more than the average company? Sincere is a family of brands with heart. The Company is home to Punchbowl®, Timehop®, and Memento®, and builds technology that brings you closer and helps show you care to the people who matter the most. With Sincere Foundation, we support organizations that address basic needs, and envision a future where everyone has the opportunity to celebrate, recognize milestones, and honor memories. We provide a fun, casual, and innovative environment where hard work is recognized and rewarded.

Some Sincere Perks:

• 100% healthcare coverage
• Flexibility to work from wherever you will be most effective
• A collaborative, start-up environment where you’ll learn a lot, get your hands dirty, and see your work directly impact our business
• Fantastic, smart coworkers who are passionate about what they do
• Virtual team coffee chats, Friday team trivia challenges, biannual Team Summits, and anything else we can think of to have fun as a team

Sincere Corporation

About Us:

WH Smith is a leading global travel retailer with over 1,700 stores across 30 countries worldwide. WH Smith North America, incorporating Marshall Retail Group (MRG) and InMotion, represents over half of the Company’s international store estate, with a collection of attractive, successful specialty retail stores located in airports and resorts across North America.

Marshall Retail Group prides itself on creating unique experiences for customers by developing distinctive retail store concepts that feature and highlight the local culture, community, and lifestyle of the cities in which they are located. InMotion Entertainment Group is the largest airport-based electronics retailer in travel locations globally, with access and insight into the latest technologies for business and leisure travelers, InMotion offers lifestyle products and electronics that include a wide breadth of headphones, mobile power, Bluetooth speakers and travel accessories.

Job Summary:

The Executive Assistant provides all aspects of direct support/assistance to the legal and business development executives. This position has exposure to information of a sensitive, confidential, strategic, and critical nature requiring discretion, independent judgment, tact and diplomacy. This position also requires interaction with other senior management personnel and therefore requires a professional attitude and strong interpersonal communication skills.

What you’ll Do

• Calendar – Schedule meetings and ensures that all preparations are made prior to the meeting time. Book conference rooms, arrange dialing instructions, register visitors, order food (if necessary) and have all materials printed and ready for all participating parties – particular focus for senior level steering committee meetings.
• Event Planning– Assist in logistical preparation of conferences and meetings including selecting the site, finalizing contracts, coordinating the catering, AV and conference room. Assist in conference material preparation.
• Travel – Coordinates directly, or in conjunction with Travel department, travel arrangements including flights, hotels, and car services as requested and creates itineraries, including all confirmations and contact information for flights, hotel and transportation. Updates itineraries and checks for new information pertaining to travel.
• Presentations – Create and compile detailed Excel and PowerPoint documents for leadership and general internal and external meetings.
• Contract and PO management – partner with procurement, IT leadership and finance to help the coordination of contracts and POs.
• Fiscal Management
• Preparing and submitting accurate Expense Reports
• Reconciling and processing invoices for key projects

What You Need

• Minimum of 3 years of experience as an assistant to a high-level individual within a fast-paced organization.
• Outstanding organization, prioritization, analytical, and anticipatory skills.
• Solid project management and problem-solving skills.
• Ability to be internally inspired to perform a task to the best of one’s ability using their own drive or initiative.
• Must be flexible and responsive to evolving and changing business environment.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Excellent verbal and written communication skills and ability to work independently with minimal supervision as well as part of a team
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook
• Commitment to model and live out our Core Values and a positive mindset are critical for success and should reflect in everything you do.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

Benefits:

• Medical, Dental & Vision Insurance
• FREE Life Insurance
• Short & Long Term Disability Insurance
• Pet Insurance
• Generous Paid Time Off
• 401k with company match
• Huge Employee Discount at all our stores, so check us out
• Amazing training & career path
• Competitive pay
• And more!

We can’t wait to meet you so apply today at www.jobsatMRG.com

EEO/ADA/DFWP

WH Smith North America is committed to employing a diverse workforce. Qualified applicants will receive consideration without regard to race, color, religion, sexual orientation, national origin/ancestry, age, gender identity, gender expression, military/veteran status, marital status, disability status or any other basis prohibited by law. At WHSmith North America, it’s about each person bringing passion and skills to a dynamic and inclusive workplace!

WHSmith North America