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Executive Administrative Assistant
This is a full time position located in the Licensing Department having variable/flexible working hours to include week-ends, holidays, and evenings are required with benefits after successful completion of a three (3) month introductory period. This is promotional opportunity and an internal/external recruitment.
RESPONSIBILITIES: Under the direction of the Vice President of International Licensing, provide executive-level and technical support to Vice President of International Licensing and Licensing Department Staff, including gathering and analyzing data for report writing, processing expense reports and payables, maintaining Access databases, processing mail, answering phones, and maintaining department files.
Specific Duties include:
•Assist with answering Vice President telephone and department telephones, take messages and route phone calls, reading, researching and routing correspondence; drafting letters and documents; initiating telecommunications.
•Maintain Vice President’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
•Prepare reports by collecting and analyzing information, transcribing formatting, inputting, editing, retrieving, copying and transmitting text, data, and graphics
•Provide historical reference by developing and utilizing filing and retrieval systems
•Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
•Coordinate mailing of License Agreements including preparation of cover letters.
•Maintain a redline contract language binder.
•Maintain all revisions required on standard forms (i.e. applications, artwork status sheets, fax cover sheets and other standard forms and form letters).
•Enter manufacturer’s agreements and insurance information into licensing software program.
•Insurance: Track insurance expirations and submittals, contact licensees regarding insurance expirations.
•Provide back-up support and assistance to the Licensing Office Coordinator with letters, emails, and other communications regarding invoices and other matters as requested. Learn Licensing Office Coordinator responsibilities to be able to fill in during vacation, sickness, and busy periods.
•Update Licensee list on website as information changes (i.e. contact person, telephone numbers, fax number, product information, etc.)
•Maintain and distribute Licensee List.
•Enter new and renewal Licensee information into Access database.
•Draft, Enter into software system and execute permission agreements and event permission agreements.
•Prepare Graceland pass request forms as directed.
•Assist with clerical work such as typing, labeling, photocopying, envelope stuffing and other office duties as required.
•Prepare and coordinate hotel/air reservations for staff as directed.
•Accounts Payable: Verify incoming invoices, prepare check requests, route for signature, copy and track payables, employee expense reports and Manager’s credit card statements.
•Assist in coding and tracking department expenditures (Licensing Budget) and follow-up with Accounting on outstanding invoice matters.
•Participate in staff meetings and planning sessions to determine overall goals and objectives of department. Assist with special projects and events. Serve on Committees; Other Duties as Assigned.
REQUIRED SKILLS, KNOWLEDGE AND ABILITIES: Five years executive-level support or ten years administrative support to department heads/groups; High school and/or college with special training in accounting, licensing, computer software and legal contracts; advanced knowledge of Microsoft Word, Access, Excel, and Outlook; experience with setting up and maintaining complex file systems; meeting planning experience; Typing; and Web/Internet Research; requires excellent interpersonal skills and ability to work in a strong team environment; with a high degree of confidentiality. This position also requires a high degree of technical skills including the ability to work complex database systems.
SPECIAL CONDITIONS: Occasional overtime to include weekends, holidays, and evenings; possible travel; work in a non-smoking area; work in a highly confidential area.
PHYSICAL REQUIREMENTS: Ability to speak clearly and distinctly in order to communicate with a wide diverse clientele; ability to lift small packages weighing approximately 25 lbs.