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Administrative Assistant
GREY
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Description
Administrative Assistant - Creative
Responsibilities:
• Reports into ECD
• Provide support to ECD, GCD, and overall creative team
• Provide highest level of service to the ECD, respond to requests in a timely manner, assisting with any and all administrative requests
• Manage email and calendar of ECD - sending calendar invites to invited attendees, informing ECD or invited attendees of change in schedules by email or by phone
• Proactively managing through any problems or obstacles that arise out of scheduling meetings, booking travel, 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 ever-changing Travel schedule including coordination of travel itinerary, transportation reservations, Travel Requisitions, ascertain Finance Approval
• Scan and submit ECD's and GCD's expenses to Concur Travel System without any additional information or details from the ECD
• Responsible for replenishment of office supplies/equipment, and maintain records of monthly invoices.
• Create and/or revise PowerPoint presentation decks; Create/maintain spreadsheets in Excel
• Completion of special projects as needed and as delegated by ECD/GCD
• Support as necessary as an administrator/coordinator
• 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
• Takes direction from ECD/GCD regarding travel preferences i.e. hotel preference, ideal flight time, preferred airline
• Ensure best possible travel experience for ECD/GCD by updating seat assignments, alerting ECD/GCD to real time flight delays, keeping in touch with EVP as she’s in transit to the airport – notifying her of any additional delays, alternate flight options, etc.
• Manage all ECD/GCD IT related issues – calling the help desk and working through any problems on behalf of the ECD/GCD, trouble shooting for the ECD/GCD with IT through any technical issues that arise
• Proactively manage the ECD/GCD calendar based on experience scheduling previous meetings, i.e. scheduling the majority of meeting for an hour rather than a half hour
• Communicating efficiently with the ECD/GCD and being mindful of how many email’s’ are sent each day, finding the right time to discuss any questions or issues that arise through the day rather than emailing throughout the day
Qualifications
• Excellent communication skills
• Ability to multi-task and prioritize work is essential
• 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, managing through any issues that arise without interrupting the ECD/GCD's business and travel schedule
• Flexible and able to work in a fast-pace environment
• Proficient in Word, Excel, PowerPoint, and Outlook