We are seeking an Executive Assistant to provide full and diversified administrative support to the Chief Executive Officer. This person will use broad and comprehensive experience, skills, and knowledge in organizational procedures and practices, and serve as a facilitator and doer to coordinate deadlines, obtain requested information, maintain reports, and other related activities. In other words, you know how to get things done!

The successful Executive Assistant will demonstrate a proactive work ethic, a flexible, team-oriented attitude, and ability to work independently, typically managing different and conflicting objectives and projects all at one time. The Executive Assistant will have client contact and will be exposed to sensitive information, and thus must use considerable tact, diplomacy, and judgment. The EA will need to be responsive outside of regular business hours.

Responsibilities

• Handle incoming calls, give accurate and timely messages, and answer inquiries as appropriate
• Maintain daily calendars through Outlook
• Schedule appointments, meetings and conference calls
• Assist with creation/modification of presentations, spreadsheets, and other various documents
• Coordinate frequent travel arrangements – both international and domestic
• Prepare, reconcile, and track expense reports
• Organize and maintain files including personnel records
• Serve as back up support for other managers or administrative staff when required
• Assist in special projects, as needed

Qualifications

• Highly proficient in MS Word, Excel, and Powerpoint
• Attention to detail is essential
• Strong analytical and organizational skills
• Solid communication skills
• Ability to juggle multiple priorities with competing deadlines – without getting flustered!
• Professional, friendly, diplomatic, and collaborative approach
• Bachelor’s degree required
• Minimum 5 years of comparable work experience
• Experience with advertising or media-related businesses or executives is strongly desired