• Executive Assistant-Entertainment Services

    Job Location(s) US-NJ-Pennsauken
    Requisition #
    2019-23326
    Category
    Administration
    Type
    Full-Time
    Work From Home (Virtual)
    Yes
  • Overview

    Iron Mountain Incorporated (NYSE: IRM), founded in 1951 and ranked as a Forbes 2018 America’s Best Employers, is the global leader for storage and information management services. Trusted by more than 225,000 organizations around the world, Iron Mountain stores and protects billions of valued assets, including critical business information, highly sensitive data, and cultural and historical artifacts. Providing solutions that include information management, digital transformation, secure storage, secure destruction, data centers, cloud services and art storage and logistics, Iron Mountain helps customers lower cost and risk, comply with regulations, recover from disaster, and enable a digital way of working. Visit www.ironmountain.com for more information.

    Iron Mountain Entertainment Services (IMES) is the leading physical and digital media archiving service for the Media & Entertainment industry. We provide expertise and technology in media preservation, restoration and distribution to protect, preserve and maximise the value of our clients’ content – all delivered with  a local, highly personal service.

    Our company’s rich history in media preservation dates back to the 1930’s, when Bonded Services first opened its doors to service the burgeoning film industry in Fort Lee, New Jersey. The combined businesses of Preferred Media, Bonded Services, Capital Vision and Iron Mountain Entertainment Services now operate globally under the single brand of IMES, and we manage over 10 million physical assets for more than 1400 clients worldwide.

    Together as IMES, we believe our customers have the best of both worlds – the global resources and technology innovations of Iron Mountain, the personal service of our heritage brands, and the combined strength of our companies’ expertise and knowledge in media preservation and digital transformation.

    Based in New York City, the Executive Assistant (EA) will provide executive support to the Global SVP and General Manager of IMES and his global team.The primary goal of this role is to enable the SVP to be as productive and effective as possible while indirectly supporting the broader IMES global leadership team.

     

     This position requires excellent oral and written communications skills and an ability to think independently to address and solve day-to-day planning and tactical issues and longer-term project based initiatives.  Key activities focus on managing calendar and commitments, handling executive logistics, editing and building presentation materials, taking on special projects and providing other types of executive support.

     

    In addition, up to 50% of job responsibilities of this role will be specific to Marketing, directly supporting IMES’ Global Marketing Director, including but not limited to: event planning, email database management, email newsletter creation and maintenance, branded or promotional merchandise procurement. and social media account management (Twitter and LinkedIn).

     

    The EA will be a high initiative, conscientious, organized, collaborative and resourceful go-getter, who can lighten the administrative load of the SVP and his leadership team and in particular the marketing lead.  S/he will serve as the primary point of contact for the SVP and his organization and will be called upon to actively think and “connect the dots” in anticipating the SVP’s needs while developing approaches that reduce the time spent by the SVP on administrative-related issues.  EA will have a good sense of managing team T&E budget as well as event budgets.  A successful candidate will be able to manage a wide variety of situations and tasks including, but not limited to:

     

    Administrative Support

    • Complete a variety of administrative tasks with precision and against tight deadlines.

    Anticipated activities would include:

    • Manage, logically organize and execute the SVP’s calendar; coordinate schedules within IMES and across the leadership team; and manage scheduling and logistics associated with wider Adjacent Businesses, external customer, partner and third party engagements
    • Prepare expense reports for SVP and other IMES leaders as needed, in a detailed and timely manner
    • Develop cost-effective travel plans and meeting arrangements that often include complicated itineraries, visa/passport coordination; briefing documents/backgrounders, contact information, etc. needed for upcoming meetings
    • Coordinate meetings, events and executive briefings
    • Managing incoming email and requests for SVP’s time

     

    Team, Project and Meeting Planning & Coordination

     

    • For both individual actions and more complex projects, prioritize conflicting requests, independently and proactively handle matters, follow through on projects to successful completion, all while recognizing frequent deadline pressures
    • Manage progress against open items/required actions; ensure follow up activities are completed on time with high quality deliverables
    • Research, prioritize, and follow up on issues and concerns addressed to the SVP , including those of a sensitive or confidential nature
    • Compose, prepare and edit correspondence that may be confidential in nature

    Represent IMES

     

    • Work collaboratively and effectively with the SVP to keep him well informed of upcoming commitments and responsibilities; follow up as necessary
    • Plan, organize and coordinate activities and events often with limited direction and/or oversight
    • Conduct outreach, structure contracts and close negotiations with outside firms and vendors
    • Serve as back-up for the other Executive Assistants

    At the heart of this role lies an extremely organized and detailed individual. The appropriate candidate for this position must possess a number of qualities. S/he will be:

    • Discrete in handling confidential data for the SVP and other executives
    • Self-motivated and able to work independently with a sense of urgency
    • Flexible and proficient in handling multiple tasks over the course of the day
    • Poised and tactful in communicating internally with senior executives and externally with business partners and investors (via telephone, email and in person)
    • Possess good judgment when prioritizing and committing the SVP’s time
    • Able to work without the SVP or Director, Marketing in same location as EA/Marketing Coordinator

     

    Marketing Projects Coordination

    With the direction of the Global Marketing Director, IMES:

    • Gather, create and source topics and material for development of high-quality content for monthly internal employee IMES newsletter, and ensure it’s delivered to all IMES employees consistently
    • Support external and internal event planning & execution
    • Manage and contribute to IMES’ social media presence on Twitter, LinkedIn and others TBD
    • Become a Salesforce power user and manage email marketing database - responsible for list quality/recency
    • Source IMES branded merchandise for employee or industry event giveaways, as needed/requested

     

     

    Most importantly, the EA must be an excellent communicator and relationship builder. In an organization that values and relies on relationships to ‘get things done,’ the EA will help the SVP navigate the organization by building genuine relationships and knowing who to call and when to call them. S/he will be a cooperative back-up for the other EAs and willing to take direction from multiple stakeholders.

     

     

    Ideal Experience/Education/Skills

     

    • 5+ years of executive administrative support experience, ideally in a client services environment, with a minimum of three years supporting EVP level or above--preferably C-level executive(s)
    • Global company experience
    • Fluent in both Google Suite and MS Office suite (Outlook, Excel, PowerPoint); comfortable with new technology and applications (e.g., Oracle, Workday, Salesforce.com, social media applications). Bachelor's degree preferred

     

    Proactive and Trusted Administrator: In a demanding environment with competing priorities, the EA will gain the  EVP’s and other executive’s trust and demonstrate his/her value by:

     

    • Proactively identifying how to reduce the amount of input needed and the number of decisions made by the SVP
    • Keeping the SVP well informed of upcoming commitments and responsibilities, and following up appropriately
    • Handling confidential information with extreme discretion
    • Working with a sense of urgency and efficiency, and demonstrating professionalism at all times

     

    Organized and Detailed Problem Solver: In a global company where the SVP and other executives travel extensively and are in high demand across the enterprise, the EA will find ways to enable both executives to be more effective and productive (wherever they might be):

     

    • Coordinating schedules that are well thought through and flawlessly executed
    • Completing a variety of administrative tasks with precision and against tight deadlines.
    • Balancing competing demands and anticipating and prioritizing what’s most critical, while demonstrating the highest level of customer/client service
    • Working easily in both team and independent situations
    • Using existing and adapting to new administrative technologies to provide deliverables highly proficient with Microsoft Office products and web tools

       

    Relationship Builder:  In an organization that values and relies on relationships to ‘get things done,’ the EA will help the EVP build relationships and navigate the organization effectively by:

    • Communicating professionally in a cordial, confident and well-informed manner with stakeholders and their executive assistants, and Iron Mountain employees
    • Building own relationships based on a genuine interest in others and willingness to be helpful
    • Assuming the best intentions in others, being inclusive, and partnering closely with colleagues to find solutions and deliver results

    Other Attributes/Competencies:

    • Capable of handling a fast pace environment associated with changing demands and priorities; strong problem solver with ability to tackle complex issues
    • Collaborative, with strong ability to work across diverse work groups with differing objectives
    • High energy, proactive, high-initiative, resourceful, sense of urgency
    • Active thinker; conscientious, discrete and quality oriented
    • Confident, with strong interpersonal awareness, low ego and gracious attitude
    • Great team player with good sense of humor

    Qualifications

    It is the responsibility of every Iron Mountain employee:

    • to comply with all applicable laws, rules, regulations, and company policies
    • to exhibit ethical behavior in accordance with our Code of Ethics and Business Conduct 
    • to complete required training within the allotted time frame

     

    Every Iron Mountain employee has an obligation to promptly report issues and violations.

    Iron Mountain is an equal opportunity employer, and does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, marital status, age, sexual orientation, gender identity characteristics or expression, disability, medical condition, U.S. Military or veteran status or other legally protected classifications in making employment decisions.

    Iron Mountain Canada is an employer broadly committed to providing an inclusive work environment that welcomes all people. Globally, we believe it is our diversity that contributes to our companies’ shared success. We work hard always to avoid discriminating on any grounds other than capability to perform the requirements of the job.

    Iron Mountain complies with the Accessibility for Ontarians with Disabilities Act and welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.