Executive Assistant and Office Manager

The core responsibilities of this position are to provide office and administrative support in a dynamic environment, while maintaining the utmost discretion with regards to proprietary and confidential information. This position offers a great opportunity to learn all facets of the advertising industry, to build and maintain relationships at all levels, and to play an important role in the organization. For the right person, this role will be a solid platform for growth and advancement within the company.

THE DAY-TO-DAY

• Manage schedules and travel arrangements for leaders are multiple departments.
• Track and prepare business expense reports.
• Plan and coordinate all logistics for team meetings, offsites, client events, social events, and volunteer efforts (including but not limited to location sourcing/booking, catering, AV requirements, transportation, etc.).
• Handle sensitive & confidential information with discretion.
• Prepare weekly reports in Google Docs and Google Sheets using Salesforce reports.
• Manage all aspects of multiple offices, tasks include managing conference rooms and workstations, office supply orders, weekly kitchen orders, office cleanliness, handling repairs, and working in conjunction with building management and various service vendors.
• Candidate must know how to run full vendor management, liaison between office management and team.
• Help with company culture and team-building activities.
• Organize and manage regional and company offsites.

GREAT TO HAVE

• 5+ years of administrative experience.
• Must possess outstanding organizational, problem solving, and time management skills; able to handle multiple responsibilities and priorities with extreme attention to detail.
• Positive, proactive attitude with ability to anticipate needs of executives and act accordingly.
• Self-motivated problem-solver with a proactive attitude and takes initiative.
• Excellent communication skills, both verbal and written.
• Organizational awareness: ability to interact with internal and external clients at all levels.
• Ability to adapt to change and work well under pressure in a fast-paced environment.
• Experience managing calendars in Outlook & coordinating different time zones/locations.
• Must have strong knowledge of MS Office, G-Suite, Concur, Digital Cloud filing (Dropbox), Zoom/Webex/MS Meetings, Asana (Salesforce a plus).