Administrative Assistant, Advertising

This is a Full Time Job

The Role:

We are seeking an experienced Administrative Assistant to support our executives in New York, NY based in the office on a hybrid schedule.

A successful candidate will be self-motivated, proactive, quick-thinking, flexible, and able to juggle multiple and diverse responsibilities. They will need to have a strong emphasis on organization and unwavering attention to detail at all times as well as an interest and enjoyment in planning team activities and events. This is a demanding and fast-moving position that requires someone who is able to exercise good judgment and significant initiative.

Specific responsibilities include, but are not limited to:
• Maintain calendars for 2-4 Executives and alignment with their direct reports, including scheduling meetings both internally and externally
• Coordinate travel arrangements, both domestically and internationally, including passport renewals and processing visas
• Assist with planning team, cross-functional and external offsites and events through coordination with colleagues and peers for flawless logistical execution
• Process expense reports
• Assist with onboarding new hire tasks for this team
• Display professionalism in communication with internal and external partners
• Ability to handle special projects and ad hoc requests as needed, e.g. org charts, spreadsheets, etc.
• Serves as liaison as directed for executives from other offices, e.g.; deliveries, events, visitor information, meeting support, etc.
• Coverage for other leader(s) calendars, travel, expense, and general administrative needs when peers are utilizing time off

Qualifications:
• 3+ years as an Executive/Administrative Assistant
• Prior experience supporting multiple executives is preferred
• Event organization experience
• Strong written and verbal communication skills and the ability to multitask
• Proficiency in Google Workspace preferred: Gmail, GCalendar, Google Docs, Google Groups, MS Word/Excel
• Ability to be discreet and maintain confidential information
• Understanding of how to prioritize and respond accordingly
• Team player who operates in a fast-paced, team-oriented setting