About Insight Editions
Insight Editions is an award-winning independent book publisher and entertainment company. We specialize in the creation of design-led, meticulously produced gift and reference books covering topics in film, pop-culture, gaming, art, entertainment, music, sports, lifestyle books, gift sets, and comics. For over 20 years, working in partnership with the world's greatest entertainment brands, Insight Editions has developed a reputation for product and packaging innovation, high end production and printing standards and driving commercial success for its products and licensing partners.
Job Description
Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external staff and guests on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Other responsibilities include:
Key Responsibilities
- Manage an active calendar of appointments; composing and preparing confidential correspondence(s).
- Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
- Sustain a daily calendar of meetings and events.
- Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the company.
- Plan, coordinate and ensure the CEO's schedule is followed and respected. Provides "gatekeeper" role for direct access to the CEO's time and office.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
- Attending networking events; meeting key contacts; maintain database for networking and key contacts using Zoho and assist in the preparation of regularly scheduled reports.
- Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
- Provide a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Manage a variety of special projects for the CEO, some of which may have organizational impact.
- Liaise with senior leadership and internal departments to handle requests and queries from senior managers.
- Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, memos, and other tasks that facilitate the CEO's ability to effectively lead the company.
- Welcome the CEO's guests by greeting them, in person or on the phone, answering or directing inquiries.
- Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Maintain the organization of books in the CEO's office by shelving new arrivals.
- Complete ad hoc projects as assigned - such as personal events and/or family needs.
- Perform additional duties as assigned.
REQUIREMENTS
- Bachelor's degree preferred.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.
- Ability to network and meet industry leaders and contacts.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point).
- Excellent time management skills and the ability to prioritize work.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to multi-task.
- 2-3 years proven experience as an Executive Assistant.
- This position requires the employee to work on-site at both our San Rafael and Sonoma offices.