Administrative Assistant

Bartle Bogle Hegarty (BBH) is a world-famous creative agency that makes jaw-dropping, thumb-stopping, eye-opening work for brands across the globe. Founded in London in 1982, we now have offices in New York, Los Angeles, Stockholm, Mumbai, Singapore, and Shanghai. Our first ad for Levi’s showed a black sheep travelling in the opposite direction to a flock of white ones. That’s where we got our logo and our guiding philosophy: when the world zigs, zag. We believe in the power of difference to make a difference. Our goal is a simple one: make the best work in the world.

About the role

The Administrative Assistant must be a diligent, strong communicator who thrives in a fast-paced environment and is a creative, collaborative, curious, and innovative thinker. This role requires a resourceful problem-solver and relationship builder, with a can-do attitude and a desire to learn and grow. High enthusiasm, creativity, and resourcefulness are crucial, as is a high level of professional integrity and confidentiality.

Responsibilities

• Anticipate needs and provide high-level administrative support for 3-5 leaders
• Manage multiple calendars and schedules with a high level of detail
• Coordinate internal and external meetings for executives and their teams
• Communicate with team members and external partners on behalf of the executives
• Handle logistics for meetings, including booking conference room space, organizing agendas, preparing materials, catering, and ensuring availability of attendees
• Handle all travel arrangements ensuring tight schedules and well-articulated agendas while adhering to company policy
• Interact regularly and build relationships across various teams
• Coordinate ongoing agency rhythm of business (e.g., team meetings and regular comms cadence)
• Perform non-administrative ad-hoc projects such as preparing reports, presentations, gathering insights, research, and information to inform decision making
• Organize team professional events, socials, team on-sites, etc.
• Support in the day-to-day, i.e., pick-up lunch, rearrange calendars on a moment's notice, chase down answers, etc.

Skills

• Strong scheduling and coordination skills with comfortability for last-minute changes
• Ability to thrive in a fast-paced, quickly changing environment with an optimistic approach
• Incredibly proactive and able to take initiative with little direction
• Proven logistical and organizational skills
• Ability to communicate effectively with people at all levels of management and handle confidential matters
• Excellent verbal and written communication skills
• Exceptional interpersonal skills: must be charismatic and able to communicate strategically and respectfully with clients and staff
• Reliable and trustworthy with unfailing ability to operate with discretion and a high level of integrity
• Able to maintain composure in an extremely fast-paced, creative environment
• Impeccable attention to detail, with outstanding time management skills and the ability to work quickly and efficiently
• Skilled at managing a high volume of work and deciphering immediate needs from what can wait
• Ability to strategically multitask and prioritize projects
• Strong time and project management skills
• Ability to adjust quickly and efficiently as meetings and schedules change
• Navigate complex matrixed organizations and enhance organizational communications
• Uphold a strict level of confidentiality

Requirements

• 2+ years of administrative support experience

AI Technology Qualifications

• Experience using AI-powered productivity tools such as Microsoft Copilot, ChatGPT, or similar generative AI platforms to improve efficiency and workflow management
• Ability to leverage AI tools to draft emails, meeting summaries, presentations, and reports while maintaining accuracy and confidentiality
• Experience using AI to organize, summarize, and analyze information from documents, meetings, and communications
• Proficiency with Outlook Mail and Calendar in an office setting

Benefits

• Medical coverage
• Dental
• Vision
• Disability
• 401K
• Parental and family care leave
• Family forming assistance
• Tuition reimbursement
• Flexible time off

Pay

USD $50,065.00 - USD $73,944.00/Annually