Jr. Executive Assistant en Illumination

Illumination is seeking a tech-savvy, detail-oriented Junior Executive Assistant. In this role, you will use modern collaboration tools, data management systems, and cross-functional communication to streamline workflows and support the Executive both professionally and personally. Success in this position requires a proactive mindset, exceptional organizational skills, and the ability to anticipate and adapt in a dynamic environment. Potential travel for on-site executive support may be required.

Responsibilities

Calendar & Task Management:

Coordinate and optimize complex calendars using productivity platforms (e.g., Outlook, Teams, project management software).

Manage shifting priorities by anticipating scheduling needs, communicating changes promptly, and ensuring on-time arrivals for all meetings.

Administrative & Technical Support:

Compile, reconcile, and track expenses, collaborating with Finance to ensure accuracy and timely processing.

Provide first-line technical support and escalate to IT when level 2 support is needed.

Embrace tech solutions to make office operate efficiently; manage contacts, passwords, subscriptions etc.

Cross-Functional Collaboration

Work closely with various internal departments to gather, synthesize, and present information that informs Executive decision-making.

Serve as a point of contact for cross-departmental projects, ensuring all stakeholders remain aligned on timelines and deliverables.

Travel & Logistics

Research and book domestic and international travel using online tools, coordinating with travel vendors and Operations as needed.

Schedule transportation (car services, flights) and handle hotel or dining reservations, optimizing routes and agendas to ensure efficiency.

Provide on-site support for the Executive during trips or events, troubleshooting issues in real time as necessary.

Executive & Personal Support

Assist in daily tasks, from researching diverse topics to running errands, while maintaining strict confidentiality.

Order and manage office and personal supplies, ensuring a seamless workflow in both professional and personal capacities.

Special Projects & Ad Hoc Assignments

Support company initiatives that require analytical or technical input, such as data gathering or software implementation.

Take on miscellaneous projects as directed, demonstrating flexibility and initiative to see tasks through to completion.

Qualifications

Experience & Industry Knowledge:

At least two years of experience in a related role (a technical position is also suitable).

Proven ability to handle confidential information with discretion.

Technical Proficiency:

Strong command of Microsoft Office (Outlook, Excel, PowerPoint) and familiarity with project management/collaboration tools (e.g., AirTable & SharePoint).

Solid understanding of Apple products (iPhone, iPad, iCloud) and Windows operating systems.

Comfort with quickly learning new software platforms as needed for data analysis, scheduling, or communication.

Operational & Cross-Functional Skills:

Ability to interface effectively with Operations, Finance, HR, and other departments to support end-to-end processes.

Demonstrated success coordinating multiple stakeholders, projects, and deadlines simultaneously.

Flexibility & Travel Requirements:

Availability for a flexible schedule, including occasional overtime, to meet dynamic business needs.

Willingness to travel domestically and internationally (with a valid driver’s license, passport, and clean driving record) to provide Executive support.

Ability to lift items (up to 50 lbs) and move them short distances as needed.

Communication & Collaboration:

Excellent verbal and written communication skills, with the ability to relay information clearly and succinctly.

Strong interpersonal skills, capable of building rapport and trust with diverse teams and external partners.

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