Administrative

Freelance
07-19-2017
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Job# 24528 BH# 326718

Office Manager/Executive Assistant

Our client, a well known advertising agency is looking for an Agency Office Manager/Sr. Executive Assistant to join their team! The Agency Office Manager will support the EVP, Creative & Agency Operations and work closely with the EVP and other Agency leaders to run the “agency office”.

Company Executive Assistants report to this role.

Specific Accountabilities:

  • Manage EVP’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, department activities and travel
  • Oversees Executive Assistants to ensure best practices are developed and applied across all executive administrative functions keeping an eye on customer service, efficiency and quality.
  • Ensures that Executive Assistant responsibilities are balanced as new executives or key roles are added to the team.
  • Anticipates employee needs and attends to overall office experience ensuring a unique impactful experience at the office, while creating and maintaining an optimal work environment.
  • Manage and coordinate Executive and their employees’ travel arrangements (hotels, flights, etc)
  • Provide a broad range of confidential administrative and clerical support to Leadership and other individuals.
  • Communicates and coordinates with vendors and internal departments for office supplies, equipment requests, gifts for clients, new hire set-up: floor planning etc.
  • Ensures office is presentable for clients and employees by ensuring aesthetics are consistently clean, tidy, fully stocked and well organized.
  • Arranges for refreshments or catering for team meetings and visiting clients (on request).
  • Proof read documents and draft written communications pieces on behalf of the department or executive.
  • Building and maintaining an excellent rapport with clients as an extension of our brand and client experience.
  • Take meeting minutes, develop agendas and organize and communicate action items.
  • Prepare expense reports.
  • Event Coordination for company events and other culture building activities,
  • Build decks for meetings in key note or powerpoint
  • Ensure that urgent communications and actions are identified and given appropriate attention.
  • Administrative duties as needed
  • Contributes to team effort by accomplishing specialized tasks as needed.
  • Skills and Knowledge
  • Must have high level of interpersonal skills to handle sensitive and confidential situations.
  • Position continually demonstrated poise, tact, and diplomacy
  • Highly organized
  • Professional, dependable, positive and energetic personality with the ability to go ‘above and beyond the call of duty’ at all times
  • Must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, completing tasks and to seek supervisory assistance as appropriate
  • Excellent verbal and written communication skills required
  • Must be proficient in MS word, Excel, Power Point, Outlook/Entourage, Key Note, usage of internet, experience with Creative Suite a plus

Experience Required

  • Bachelor’s degree or equivalent work experience required
  • Minimum 5 years of professional business experience supporting a high-level executive preferred
  • Minimum 3 years Office Manager experience
  • Entertainment, Gaming, and/or Agency industry experience preferred