Executive Assistant- Marketing
Zumba Fitness, LLC - Hallandale Beach, FL

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About Zumba Fitness, LLC

Zumba Fitness is a global lifestyle brand that fuses fitness, entertainment and culture into an exhilarating dance-party workout. Coined “fitness-parties,” Zumba classes blend upbeat world rhythms with easy-to-follow choreography, which provide effective, total-body workouts. Founded in 2001, the company is now the largest branded fitness program in the world -- reporting more than 14 million weekly class participants, in over 140,000 locations, across more than 150 countries. In addition to its original Zumba® program, the company also offers a range of specialty classes, including Zumba Gold® (for active older adults), Zumba® Toning (body-sculpting class that uses maraca-like Toning Sticks), Aqua Zumba® (the ultimate “pool party” workout), Zumbatomic® (Zumba routines for kids), Zumba Sentao™ (chair-based Zumba class that strengthens, balances and stabilizes the core) and Zumba® in the Circuit (a 30-minute workout that combines signature Zumba® moves with circuit training at timed intervals). The Zumba® fitness lifestyle is rounded out by the company’s many consumer product offerings, including DVD sets, music collections, multi-seasonal apparel and footwear, video games, Fitness-Concert™ events and a lifestyle magazine. For more information about Zumba Fitness programs and products, or to find a live class, visit zumba.com and find us on Facebook and Twitter.

Essential Responsibilities include the following. Other duties and special projects may be assigned.

Perform general duties, including preparing general correspondence, word processing, filing, faxing, copying, preparing and reconciling expense reports

Ensure email, phone and other messages are delivered to the appropriate manager or responsible party in a timely manner, acting with the appropriate sense of urgency.

Effectively arrange meetings, conference calls, videoconferences, domestic and international travel.

Handle special projects and assignments as directed.

Assist with the preparation of presentations, metric reports, dashboards, and other business reports.

Process, track and reconcile departmental invoices.

Serve as the right-hand of the CMO

Proofread and edit documents when necessary

Participate in brainstorming sessions for various projects

Manage external contacts for CMO, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.

Ability to anticipate the CMO's needs and proactively bring together appropriate people and resources to support the executive in addressing issues.

Heavy calendar management both personal and professional which includes scheduling both internal and external meetings and international calls with respect to time zones

Act as a liaison/gatekeeper between CMO and internal staff as well as outside clients and partners

Answer all e-mails in a timely manner and keep organized files of correspondence

Ensure the CMO makes all meetings and calls on time

Take notes in all meetings and send out to participants of the meeting and plan ahead for next steps or meetings that need to be set up

Print any and all relevant materials to each meeting prior to ensure CMO is prepared for the meeting

Communicate with other assistants and assist with meeting preparation and to determine if CMO’s attendance is necessary

Collect all receipts and fill out expense forms within three days to hand in to accounting

Manage CMO travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, flights, hotels, car service/rental, marketing materials, and other necessary preparations while working with in-house travel agency

General clerical functions such as answering phones, faxing, mailing, filing, photocopying, scanning, sending and receiving shipments and greeting guests

Work with recruiters to schedule candidates for interviews

Make sure CMO has office supplies and keep office tidy

Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.

Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.

Handle confidential information in a professional and discreet manner.

Manage CMO’s personal life which may include: expenses, car maintenance, any relevant paperwork for residence, errands, retrieve lunch, schedule doctor appointments

Keep up to date on current company statistics, projects, and be aware of time-sensitive company issues

Keep CMO updated on any employee issues or projects that may need attention

Assistant other top executives with interviews for potential candidates and train new hires accordingly

Work within the Netsuite program to process corporate orders and PO’s

Ship products to potential partners

Write out daily calendar and tasks on the board in CMO’s office

Supervisory Responsibilities: None

Required Skills

Required Qualifications

Experience collecting data and preparing information for use in meetings with senior level leaders.

Excellent verbal, written and oral communications [English]; Spanish communication skills preferred.

Experience performing research utilizing the Internet

Knowledge of basic filing

The ability to follow directions, sometimes from multiple sources, and determine priorities

Proficient computer skills, particularly with Microsoft Office: Word, Excel, PowerPoint

Desired Qualifications

Ability to effectively interface with every level of employee, customers and external constituents

Ability to multi-task and to swiftly apply last minute changes to the calendar as they arise notifying all parties involved

Ability to work well under pressure and deliver work with

Respect to strict deadlines

Excellent interpersonal skills

Flawless editing and proofreading skills

Attention to accuracy and detail in all aspects of responsibilities

Flexibility and a willingness to perform other reasonable duties as requested, including willingness and ability to stay late and work weekends

Ability to prioritize and manager multiple projects at the same time

Excellent innovation and creativity skills

Excellent presentation skills together with the ability to think on your feet.

Ability to exercise proper judgment to assess priorities and to understand departmental function.

Resourceful, proactive, assertive, detail-oriented and energetic.

Self-starter, high level of motivation, ability to work independently.

Demonstrates unyielding integrity and the ability to handle confidential tasks and information.

Ability to adapt to changing responsibilities and multiple assignments.

Excellent organization and follow up skills.

Must be able to work well under pressure and with tight time constraints.

Proven ability to make effective decisions and solve problems.

Superior time management and organizational skills.

Proactive team player.

While performing the duties of this job, the employee is frequently required to sit, stand, walk, bend, and use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk and hear. The employee must occasionally lift and/or move up to 25 pounds (safety/weight belt provided, if requested). Specific vision, peripheral vision, depth perception and the ability to adjust focus is required.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is a typical climate controlled office environment and the noise is usually moderate.

Travel may be required.

Required Experience