What are the responsibilities and job description for the Executive Assistant position at Information Security Media Group (ISMG)?
About Us
ISMG is a global intelligence & premier media organization dedicated solely to cybersecurity, information technology, artificial intelligence, & operational technology. With a diverse portfolio of over 20 brands, 38 digital media platforms, & more than 400 in-person & virtual events held annually, we connect with a global audience of over 1.8 million subscribers.
We’re able to leverage our advanced industry knowledge & vast network of media properties to provide customers with a variety of customized, targeted marketing & branding solutions as well as offerings for cybersecurity training & human risk management, executive memberships, intent-based intelligence, & more.
The Opportunity
ISMG has undergone significant growth and transformation since its inception, consistently innovating to meet our customers’ evolving needs. Our CEO & General Manager are balancing more than ever as we continue to expand which is why we are seeking a dedicated, organized, & diligent Executive Assistant to support them as they focus on the needs of the business.
As Executive Assistant, you will report directly to the CEO & General Manager, providing executive, administrative, & developmental support. You will serves as a primary liaison to the senior management teams, organizing & coordinating executive internal outreach & relations efforts, while overseeing special projects. You will assist with daily administrative duties & complete a broad variety of operational tasks including, but not limited to, managing each of their calendars of active appointments, completing expense reports, composing & preparing correspondence, arranging complex & detailed travel plans, & compiling documents for meetings.
The work you do will be invaluable in ensuring our organization is running efficiently at the executive leadership level as you allow our CEO & General Manager to delegate daily administrative duties so they may maximize their time & energy towards the growth & evolution of business.
What You Will Be Doing
- Communicating with the company staff on behalf of the CEO & General Manager
- Assisting in the management & organization of the CEO’s & General Manager’s calendars by scheduling appointments, meetings, engagements, & daily activities
- Assisting in screening calls, email communication, transmittals, & visitors
- Conducting research on prospective corporate parties to identify & evaluate current needs & assemble materials needed for the proposals
- Drafting reports, letters of solicitation, & proposals; preparing & coordinating oral & written communication with prospective stakeholders
- Managing & coordinating travel & accommodations for both business & personal arrangements
- Preparing agendas, attending meetings, & transcribing correspondence from notes
- Greeting & checking-in clients & other guests for meetings & events
- Coordinating & managing vendors & contractors at office &/or residences
- Composing & editing letters, documents, emails, proposals, & ensuring follow up with those that require answers, responses, & written replies
- Assisting in the timely management of communications, including written, telephone, email, & voicemail
- Tracking daily expenses & preparing weekly, monthly, &/or quarterly reports
- Other administrative duties as assigned at the discretion of the CEO & General Manager
What You Will Bring for Success
- Bachelor’s degree or higher
- Demonstrated experience as an Executive Assistant handling a wide range of administrative & executive support tasks to a senior level executive
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Excellent interpersonal skills & comfortable communicating with executives, clients, customers, & employees
- Outstanding organizational & time management skills
- Exceptional verbal & written communication skills
- Solution-oriented problem solving with an ability to operate with a high level of discretion & confidentiality
- Strong ability to anticipate needs in advance, proactively take initiative to provide appropriate support & necessary solutions
- Detail oriented nature with strong multi-tasking skills, comfortable working in an ever-changing environment while ensuring a high level of accuracy & quality
- Flexibility & willingness to work extended hours during busy times & be on call as needed
