Executive Assistant opportunity for a passionate and organized assistant to provide administrative support, and be reliable partner to one or more executives of the Agency.

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The Executive Assistant provides daily administrative support to the President and Chief Operating Officer. 
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 Responsibilities:

  • Answers multiple phone lines and addresses or routes calls as applicable.
  • Works directly with senior level clients and support requests.
  • Responds to client and internal requests in a professional, courteous, and timely manner.
  • Manages calendar with detail and accuracy understanding the flood nature of the executive’s schedule.
  • Confirms all upcoming meetings and ensures executive remains on schedule for appointments and meetings.
  • Greets guests and provide appropriate security clearance.
  • Prepares travel arrangements including flights, hotels and ground-transportation and provides executive with appropriate travel documents.
  • Coordinates local transportation and directions to local meetings.
  • Types correspondence and maintains organized filing system.
  • Manages contacts in Outlook and continually updates.
  • Tracks candidate referrals in Excel and manages follow-up.
  • Assists in meeting preparation with copying, faxing, and distribution of materials.
  • Assists with the planning and coordination of client and agency functions/events.
  • Respond to invitations to public events in a professional, courteous and timely manner and keeps accurate log of event dates and attendance.
  • Manages executives’ inbox to flag urgent/time sensitive communication.
  • Filters mail and provides historical background and availability.
  • Must be available to work occasional overtime to attend sporting events, dinners, industry events, and, on occasion, in the office.
  • Assists with personal travel, appointments, and errands as needed.
  • Works to develop and maintain awareness and understanding of the advertising industry, agency functions/capabilities, and agency processes.
  • Develops positive working relationships with managers, clients, members of the leadership team, and peers throughout the agency. Leverages those relationships to service day-to-day needs.
  • Learns to anticipate the needs of executive and internal teams, and operates proactively to accomplish team goals.

 Requirements:

  • Minimum 7 years' previous experience in executive support, preferably in a professional services organization.
  • Bachelor’s or Associate’s degree preferred.
  • Demonstrates strong verbal, interpersonal, and written communication skills.
  • Exhibits strong organizational capabilities with the ability to handle multiple tasks in a fast paced environment.
  • Proven organizational skills and attention to detail.
  • Displays a professional, detailed-oriented, and pro-active approach.
  • Ability to self-direct - can set objectives, manage own priorities, and work with a sense of urgency.
  • Strong interpersonal skills – works effectively with others, at all levels and within all functional areas.
  • Flexibility to easily adjusts to change and can manage self in stressful situations.
  • Excellent computer skills with proficiency in Outlook, Word and Excel. Experience working on a Mac is helpful.