The Executive Assistant is a key, respected role providing operational and administrative support to TED's senior media executive. Our ideal candidate has at least 5 years experience supporting senior managers, and is inspired by TED's mission of spreading ideas. You should be relentlessly organized and efficient; calm; and comfortable managing many concurrent projects in a start-up like environment.
Key responsibilities include:
Managing a tightly-packed and constantly changing daily schedule of meetings, interviews and phone calls. Rearranging logistics on the fly. Taking meeting notes on occasion and scheduling followups. Keeping the media team "trains" running on time.
Screening incoming calls, emails and requests; prioritizing items for follow-up; corresponding with key business contacts as needed
Working with TED's media relations team to field and prioritize incoming requests for interviews, media appearances and conference attendance
Coordinating with the key managers on the media team, to ensure smooth, open communication. This includes scheduling one-on-one meetings and rapidly relaying information when needed
Keeping open lines of communication with the full staff
Scheduling and planning business travel, including detailed day-by-day itineraries
Providing onsite support at TED events: prepping stage notes; planning detailed daily itineraries with multiple engagements from stage appearances to one-on-one meetings to large gatherings;
Assisting with New York-based event management, including salons and dinners: Managing invites and RSVP lists; coordinating with caterers and suppliers, etc.
Assisting with post-event correspondence and followup, including updating contacts and following up on all queries.
Handling reimbursement forms, for business expenses as well as medical expenses and health benefits
Reviewing, trafficking and filing standard contracts.
Special projects, which may include planning staff events and field trips; handling outreach to key contacts or attendees; topical research.
5 years' experience in assisting senior managers
Bachelor's degree or equivalent experience
Fluency with Google Calendar, Google Docs, Microsoft Excel and Gmail
Strong familiarity with Powerpoint and/or Keynote
Strong writing skills
A passion for TED and a broad interest in the world -- including science/technology, design/architecture, global development, entertainment/arts -- are big pluses. Also: We only hire extremely nice people.
This is a full-time job in the TED office in Manhattan. TED is an Equal Opportunity Employer and we value diversity. We encourage applicants of any background to apply.
TED - 2 years ago