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Executive Assistant
GREY
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
About Grey:
Two things Grey has been doing since 1917: hiring forceful, energetic innovators with diverse skill sets and points of view who can put ideas into motion that lead to results. That’s no coincidence.
Smart, quick, highly motivated business-savvy people have been the backbone of Grey’s Famously Effective work for almost a hundred years. They are the drivers of business and creative performance that at this point in Grey’s long history have never better. We were named 2015 North American Agency of the Year at Cannes in recognition of our 23 Lions for clients including Volvo, DirecTV, NFL and GSK. Grey was also among the top three agencies at the Effies where our work for clients including P&G and Pfizer were recognized. Famous and Effective. It’s what we do, and it’s part of why Grey was been named “Global Network of the Year” by Adweek in 2014 and 2016, and “Agency of the Year” by Advertising Age in 2015.
Of course none of this could have happened without the diverse talent roster we have in place and we are continuing to look for the best talent to join us in the coming year. That’s why we continue to need drivers—people who can help move the agency further on the trajectory of success.
Job Description:
We are seeking an Executive Assistant to provide high level administrative support to our Global President. The ideal candidate will have the ability to build strong relationships and credibility with agency colleagues and clients, while maintaining a successful partnership with the Global President.
Responsibilities include but are not limited to:
• Provide highest level of support to the Global President, responding to requests in a timely manner and assisting with any and all leave requests
• Serve as Global President’s primary interface with both internal and external contacts
• Manage email and calendar of Global President - sending calendar invites to invited attendees and promptly communicating to Global President or invited attendees any changes in scheduling
• Proactively identify and solve any problems or obstacles that arise out of scheduling meetings, booking travel, or obtaining financial approval
• Coordinate meetings and conference calls, including set-up: ordering food, copying, prepping binders, order/check AV equipment and other materials, setting up the meeting room, etc.
• Manage heavy and dynamic travel schedule, including coordination of travel itinerary, transportation reservations, travel requisitions, and obtaining finance approval
• Scan and submit Global President’s expenses to internal system promptly and proactively
• Create and/or revise PowerPoint and Keynote presentation decks; Create/maintain spreadsheets in Excel as requested
• Completion of special projects as delegated by Global President
• Provide strong level of customer service to the team and the agency
• Daily errands as needed - coffee and lunch runs
• Establish and maintain strong relationships with internal departments and account teams
• Take direction from Global President regarding travel preferences i.e. hotel preference, ideal flight time, preferred airline, retaining these preferences for future travel
• Ensure best possible travel experience for Global President by updating seat assignments, alerting Global President of real time flight delays, keeping closely in touch with Global President in transit to the airport – notifying of any additional delays, alternate flight options, etc.
• Manage all IT related issues – calling the help desk and working through any problems on behalf of the Global President
Qualifications:
• Exceptional verbal and written communication skills
• Ability to multi-task and prioritize tasks and projects
• Must be detail-oriented, highly organized, and able to work independently with minimal direction/supervision
• Excellent customer service, responsiveness, organization, detail and top-notch follow-up skills
• Ability to work in a team environment, often under time constraints and in an open, creative environment
• Ability to handle sensitive matters and exercise excellent judgment, discretion, and confidentiality
• Proactive and resourceful
• Flexible and able to work in a fast-paced environment
• Proficiency in Word, Excel, PowerPoint, Keynote and Outlook—advanced proficiency preferred
Grey Group is an equal opportunity employer.