Charisma Media

Administrative Assistant to the CEO and Founder

Charisma Media
Lake Mary, Florida, United States


Date Posted: 01/08/2018
Categories: Administrative
Job Type: Full-Time

Job Description:

POSITION SUMMARY
The Executive Assistant will support the CEO by being a logical thinker, detailed oriented and highly
organized. Must have the ability to define and fix problems, collect data, establish facts and draw valid
conclusions.


QUALIFICATIONS
 Must be attuned, believe and agree with Charisma Media’s Vision Statement and culture of the
Company while understanding the overall system, relations and values
 Ability to meet strict deadlines and work well under pressure
 Aptitude to present information to an Executive Team, management and public groups


EDUCATION AND/OR EXPERIENCE
 Over 7 years experience as an Executive Assistant
 Work independently as well as with a team


SKILLS
 Command for the English language with excellent oral and written communications skills
 Type a minimum of 60 words per minute and transcribe from dictation
 Computer literate with experience in Microsoft Office Word, PowerPoint, Excel, Google Mail,
Calendar, Drive, Docs, Maps and Inspire Email Marketer
 Able to navigate and research the Internet
 Proficiency in quick math calculations, office phones, smart phones, fax machine, typewriter,
copier, etc.


SPECIFIC RESPONSIBILITIES
 Manage, coordinate and complete major company projects keeping the CEO updated on status
of all projects being worked on and when completed
 Assists with publishing, editing and proofreading the CEO’s blog, The Strang Report
 Transcribe accurately all diction of letters, emails and other forms of written communications
with a 24-hour turnaround from date received
 Mail all signed letters no later than the day after they are signed
 Answer routine letters, emails and faxes on behalf of and when authorized by the CEO
 Prepare, coordinate and disseminate eblasts for special events via Inspire Email Marketer
 Prepare all special packages, promotional and marketing material for mailing via USPS, FedEx,
or UPS
 Assist CEO with Board or group member correspondence as it relates to Christian Life Missions
(CLM), CEO Group and Seminole County Prayer Breakfast Committee
 Manage, file, maintain and retire to staging general, international, legal, media items, personal
and historical records
 Screen CEO email inbox and remove SPAM and unwanted emails, further handling emails
items when possible, and forwarding emails to others in the company when appropriate
 Assist with CEOs Google Contacts
 Assist with shopping for holidays, birthday and special occasions when purchasing gifts for
clients, authors, business associates, friends, family and corporate employee benefit programs

 Assist with maintaining CEO’s public library, office, supply closet, kitchenette and Walker
Boardroom
 Coordinate domestic and international travel plans (airlines, rental car, if needed, and hotel
accommodations)
 Maintain frequent flier accounts and other reward accounts on airlines, rental car companies
and hotels
 Complete expense reports for each trip and file on behalf of CEO
 Maintain two separate petty cash funds and reconcile monthly or as needed depending on fund
balances
 Monthly reconciliation of credit card expense accounts
 Prepare and monitor all office purchase orders, check requests and internet purchases for CEO
acquiring signature when needed
 Order anniversary plaques for employees with 10, 15 and 20 years of service to Charisma
 Complete framing projects for magazine covers or other documents as directed
 Prepare weekly agenda for Executive Team meetings and attend meetings as directed
 Prepare agenda for Corporate Staff meetings and coordinate arrangements with IT, magazine
editorial for presentation photos and office services for anniversary plaque PowerPoint slides or
any meeting room logistics
 Coordinate all protocol arrangements for VIPs, consultants, job candidates, etc., ensuring that
any travel and accommodation arrangements and food orders are properly coordinated in
advance
 Monitor courier requests and office maintenance support requests
 Assist CEO with coordinating personal projects and needs associated with laundry, home
maintenance, vehicle maintenance, doctor appointments, hair cuts, apparel purchase, personal
gift buying and other matters as they arise


WORK ENVIRONMENT

Normal office environment. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions. The noise level in the work environment is usually low to
moderate.


PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to stand, walk, sit, talk and
hear for long periods of time. Must be able to listen and speak effectively on the phone. The employee
must be able to lift and/or move up to 25 pounds.

 

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