Executive Operations Coordinator, Global Travel

Executive Operations Coordinator, Global Travel

New York, NY, US, 10036 Administrative New York Full-Time On-Site

#WeAreParamount on a mission to unleash the power of content… you in? We've got the brands, we've got the stars, we've got the power to achieve our mission to entertain the planet – now all we're missing is… YOU! Becoming a part of Paramount means joining a team of passionate people who not only recognize the power of content but also enjoy a touch of fun and uniqueness. Together, we co-create moments that matter – both for our audiences and our employees – and aim to leave a positive mark on culture.

Overview:

The Executive Coordinator will hold an administrative role within the department. This position will be a gatekeeper of information flowing to and from the SVP both internally and externally. Coordination of schedules, projects and VIP travel requests will be the primary responsibility. The role will demand exemplary Microsoft Office skills to include PowerPoint presentations. Flexibility is essential, along with proficient organizational skills and a proven ability to manage multiple priorities with accuracy and attention to detail.

Responsibilities:

Monitor SVP mailbox bringing critical/time sensitive matters to SVP's immediate attention and responding to emails on SVP behalf

Develop a streamlined system for prioritizing, flagging, and filing all incoming and outgoing emails, ensuring messages are properly organized, routed to the appropriate folders for SVP review, or assigned to the relevant team member as needed

Manage a complex and fast-moving calendar, coordinating internal meetings, conference calls, vendor appointments, events, and any ad hoc scheduling needs that arise from ongoing communications

Serve as a key point of contact with C-Suite office staff, supporting executive travel arrangements and addressing related needs as they emerge

Coordinate materials and contribute to the development of polished, high-impact PowerPoint presentations for Senior Management.

Maintain supplier/vendor database of contracts and agreements to ensure timely renewals and advise of relevant expiration dates

Prepare and reconcile complex expense reports for the SVP, ensuring accurate documentation, organization of receipts, and proper record of attendees

Research and present travel options for Senior Management and VIPs, coordinating closely with travel arrangers and monitoring any changes to ensure seamless itinerary management

Manage office operations, including staff calendars (appointments and PTO), liaising with building services and IT support, and coordinating special events such as travel fairs and collaborating with HR benefit fairs

Basic Qualifications:

5+ years of executive-level support experience; corporate or group travel industry experience preferred

Exemplary computer skills and in-depth knowledge of relevant software such as MS Office Suite (Outlook, Excel, Word and PowerPoint)

Knowledge of standard office administrative practices

Impressive written and verbal communication skills; able to interface confidently with C-level executives and vendors

Flexibility in tasks and work hours, including short-notice overtime and in-office presence five days a week

Additional Qualifications:

Maintains discretion and handles confidential information with integrity

Ability to multi-task in a high volume, dynamic work environment and prioritize skillfully

Exceptional attention to detail and accuracy

Proficient problem-solving skills, sound judgment, and decisive decision-making; sense of urgency

Forward-thinking and can anticipate needs of SVP