The Administrative Assistant provides general administrative support to 3-4 executives of the Agency. Depending on the needs of the department or team, the AA also provides assistance to HR and junior level team members on additional projects.
- 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.
- Prepares travel arrangements including flights, hotels and ground-transportation and provides executive with appropriate travel documents.
- Coordinates local transportation and directions to local meetings.
- Manages and respond to client and internal requests in a professional, courteous, and timely manner
- Manages Travel & Expense preparation and entry for executives.
- Assists with the creation of PowerPoint and Keynote presentations for client and new business meetings.
- Assists with copying and distribution of meeting materials.
- Anticipate the needs of executives and operate proactively to accomplish team goals.
- Conducts opening office duties including, but not limited to, turning on lights, checking restroom inventory, making coffee, unloading dishes, turning on music, watering plants, setting up the terrace, and checking conference rooms.
- Coordinate shipments to clients and other agency offices.
- Register guests with building security.
- Order and maintain inventory for office supplies.
- Mange incoming/departing employee desks including set-up/clean-up.
- Overall office upkeep including monthly refrigerator clean out, beverage inventory and box disposal.
- Assist in scheduling interviews, sending confirmations
- Exhibit strong organizational capabilities with the ability to handle multiple tasks in a fast-paced environment.
- Work to develop an awareness and understanding of the advertising industry, agency functions/capabilities, and agency processes/technical systems
- Develop positive working relationships with managers, clients, members of the department/team, and peers throughout the agency
- Must be available to work occasional overtime to attend agency events, dinners, industry events, and, on occasion, in the office.
- Bachelor’s degree required
- 0-2 years previous work or internship experience plus
- Excellent computer skills – proficient in Word, Excel, and PowerPoint, proficiency in Keynote a plus
- Demonstrated strong verbal, interpersonal, and written communication skills
- Proven organizational skills and attention to detail
- Ability to self-direct - can set objectives, manage own priorities, and work with a sense of urgency
- Flexibility – easily adjusts to change and can manage self in stressful situations. Problem solving and resourcefulness are critical to this role
- Strong interpersonal skills – works effectively with others, at all levels and within all functional areas
- Must be available to work occasional overtime. This position is non-exempt and therefore eligible for overtime pay.