Executive Assistant
Iron Mountain - Hollywood, CA

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Title: Executive Assistant

About Iron Mountain

Iron Mountain Incorporated (NYSE: IRM) provides information management services that help organizations lower the costs, risks and inefficiencies of managing their physical and digital data. The company's solutions enable customers to protect and better use their information—regardless of its format, location or lifecycle stage—so they can optimize their business and ensure proper recovery, compliance and discovery. Founded in 1951, Iron Mountain manages billions of information assets, including business records, electronic files, medical data, emails and more for organizations around the world. Visit www.ironmountain.com or follow the company on Twitter at www.twitter.com/IronMountainInc for more information.

We are currently recruiting for a Executive Assistant

Job Summary

Provide administrative support to the Executive Vice President and Project Manager in our Entertainment Services division. This position is focused on oral and written communications, calendar management, graphical presentations and general executive administrative support. This role will also work along side our sales and customer service teams in providing additional support.

Essential Functions

A minimum of 3-5 years experience providing senior executive support and a strong desire for professional growth

A poised and active communicator with an ability to communicate internally with all levels of the organization and externally with customers and partners, both on the telephone and in person.

Ability to exercise good judgment

Excellent organizational skills and attention to detail

A sense of humor

Proven ability to manage projects

A strong work ethic and a desire to grow and excel

Experience handling confidential information

The selected candidate will have a college degree plus outstanding communication, writing, and editing abilities with a keen eye for detail; superb organizational and computer skills, including Outlook, Word, Excel, PowerPoint and is comfortable navigating the Internet. Must be an energetic and flexible person, who can bring a high degree of commitment and a “can do” attitude to the team.

Job Requirements

KNOWLEDGE, SKILLS, AND ABILITIES

Professional phone manner, excellent verbal and written communication skills, good judgment, strong organizational skills and the ability to work independently.

Proficiency with MS Office products – Outlook, Word, PowerPoint, Excel, specifically those components that are database and spreadsheet driven, PowerPoint presentations and web tools.

Project management skills

Experience using the Internet for business information and communications is required.

Ability to help with the implementation of new processes as required to improve department efficiency and effectiveness.

Review/track monthly expenditure receipts, statements, and invoices and initiate payment and/or appropriate paperwork as required

Must be self-directed and work independently toward objectives with a sense of urgency

Must possess a strong desire to be part of creating a world-class marketingAccount Management team.

Bachelors degree required/preferred.

Meeting/Time Management

Manage EVP by getting him to meetings on time and in the right location.

Ensure meeting materials are provided prior to each meeting.

Proactive Calendar management

Schedule and coordinate meetings with other executives.

Schedule and coordinate staff / team meetings.

Act as an extension of executive via sending emails or answering questions both internally and externally, taking notes at meetings, exercising good judgment.

Organize and prioritize large volumes of information using discretion when to involve others in the decision making process.

Have the maturity to handle confidential and time-sensitive information.

Answer phone

Travel Management

Coordinate all travel arrangements and assemble and submit expense reports.

Be available via cell phone when the hethe SVP is traveling

Screen emails

Project Management

Create, Review/finalize presentations for accuracy and formatting consistency. Produce, copy and distribute presentations prior to conference/meeting dates.

Various projects as needed.

Additional Information

As this function will be in communication with external clients and individuals throughout the organization, they will be responsible for representing Iron Mountain in a professional and courteous manner.

The ideal applicant will have current exp. in Executive Assistance.

At this time we are considering only local candidates who are able to work without employer sponsorship. No agencies or phone calls, please.

Only those candidates whose experience best meets our requirements will be contacted.

Iron Mountain is an Equal Opportunity Employer