Publicity Executive Assistant

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Job description

Move Forward with Volt
Volt is hiring for a Publicity Executive Assistant in Washington, DC.
As a Publicity Executive Assistant:
Your day-to-day responsibilities will include calendaring, completing expense reports, travel planning, and managing internal and external communications. This role will support the content publicity and events team in creating presentation materials, providing project management support, coordinating department-level meetings and events, and collecting weekly updates from the team to share with senior leadership.
The ideal candidate should feel comfortable acting as an administrator in a professional setting, maintaining strict confidentiality standards, and representing the department to the broader organization and external stakeholders. They will need to be detail-oriented and organized, with the ability to balance multiple high-priority projects with tight deadlines. They should present as professional, have a positive attitude, and be consistently prepared and responsive. Candidates must be comfortable with computers, general office tasks, and excel at both verbal and written communication.
Manage schedule, calendar and meetings for three leaders across publicity and events and provide real-time scheduling support.
Schedule and coordinate meetings with all relevant information.
Handle office tasks, such as generating reports and presentations, and setting up for meetings and events.
Ability to tactfully manage leaders' time, multi-task and communicate clearly and effectively with all team members.
Screen and flag important incoming emails to appropriate team members.
Arrange travel plans including booking flights, cars, and hotel reservations. Ensure all details are communicated to readily accessible to leaders while traveling.
Preparation and submission of all business-related expenses using Concur/SAP delegate role in a timely manner.
Regularly correspond with other Sr. level executives' assistants (Chairman, Presidents, EVP's, heads of marketing, etc.) and external and internal partners in a polite and professional manner via phone and email.
Support work across the Nat Geo Content Communications team including sending PR Updates and supporting screening events.
Handle executive's mail and shipping requests, orders supplies/materials and process invoices (when necessary).
Other admin projects as assigned.

This is a full-time 6-month contract opportunity who will be asked to work on-site per hiring leads schedule.

The ideal candidate will have:

1+ years as an executive assistant supporting a Vice President, senior executive and/or equivalent experience.
Overall working knowledge with the SAP and Concur system.
Knowledge of appropriate software including but not limited to: Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Keynote, Google sheets and documents, and Zoom.
Maintain standards of strict confidentiality with respect to all matters and documents.
Ability to make independent decisions when handling sensitive and confidential information, while exercising good judgment and discretion when executive is out of the office.
Extremely detail oriented and organized, with a strong ability to manage multiple high priority projects and appropriately prioritize work.
Proactively anticipate needs of executive and manage office time efficiently.
Ability to maintain an efficient office, files, database, and information.
Professional, friendly, easy-going manner to handle varied personalities, responsibilities, and assignments.
Ability to multitask and deliver under tight deadlines with a calm, professional manner.
Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives, as well as business unit contacts and key external partners.
High-level competency in general administrative skills including answering the phone, filing, etc.
Ability to work overtime when necessary.
Team player - willing to work with other assistants and staff at all levels in support of the Marketing and Communications Team and company as a whole.
Positive attitude and the ability to be proactive, resourceful, and flexible.

Payrate range: $30.00-$34.81/hr Depending on Experience

Pay range offered to a successful candidate will be based on several factors, including the candidate's education, work experience, work location, specific job duties, certifications, etc.
Qualified candidates should APPLY NOW for immediate consideration! Please hit APPLY to provide the required information, and we will be back in touch as soon as possible.
Benefits: Volt offers benefits (based on eligibility) that include the following: health, dental, vision, term life, short term disability, AD&D, 401(k), Sick time, and other types of paid leaves (as required by law), Employee Assistance Program (EAP).
Volt is an Equal Opportunity Employer and prohibits any kind of unlawful discrimination and harassment. Volt is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment on the basis of race, color, religion or belief, national origin, citizenship, social or ethnic origin, sex, age, physical or mental disability, veteran status, marital status, domestic partner status, sexual orientation, or any other status protected by the statutes, rules, and regulations in the locations where it operates. If you are an individual with a disability and need a reasonable accommodation to assist with your job search or application for employment, please email or call (866) - . Please indicate the specifics of the assistance needed.
Volt does not discriminate against applicants based on citizenship status, immigration status, or national origin, in accordance with 8 U.S.C. 1324b. The company will consider for employment qualified applicants with arrest and conviction records in a manner that complies with the San Francisco Fair Chance Ordinance, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and other applicable laws.

Volt is acting as an Employment Agency in relation to this vacancy.

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