Executive Assistant for Advertising Agency

Major Responsibilities/Primary Functions Ensures smooth running of the Directors’ day to day Communicating with all teams across the board to maintain prioritization + order Manages the calendars, arranging internal and external meetings as required Ensures Directors timely attendance at meetings Accurately handles all general and confidential correspondence and documentation Briefs the Directors on anticipated problems or issues Resourcing Capabilities - organizing/updating spreadsheets of all projects in the agency and their assignment to a specific Social and/or Strategic Planner Updating this chart daily with department vacations, shifts in project schedules, etc. Works with Internal Recruiters to arrange interviews for candidates as needed Makes travel arrangements for Directors as needed – maintains close working relationship with the Production Department as well as New Business Department as Directors will be needed for shoots and pitch meetings Knows who’s who in the network, and advertising industry in general Has familiarity with our clients and whom to contact if the requested person is not available Prioritizes multiple tasks and distinguish between “urgent” and “important” Maintain close working relationships with the Admin Team – covering vacations \+ sick days for others as needed Possibility of mentoring any new incoming Executive Assistants and Creative Assistants Qualifications, Distinguishing Characteristics and Special Requirements Ability to effectively and appropriately interact with co-workers at a variety of levels, across many disciplines Proficient in Microsoft Suite, Goggle G Suite, Keynote, Concur + NetSuite preferred. A proven track record of gaining trust and respect by consistently demonstrating sound critical-thinking skills, confidentiality and maintaining composure in stressful situations Exceptional initiative, attention to detail and follow-through skills