Executive Assistant

About the role

The Assistant will support the Executive Vice President, Accounts & Partnerships at 160over90, a global marketing agency known for forging strong human connections and creating shared moments. This role involves managing schedules, travel plans, expense management, and coordinating meetings and logistics.

Responsibilities

• Own and manage all scheduling-related matters for the Executive Vice President, including calendar coordination, meeting logistics, and prioritizing time-sensitive requests.
• Support travel planning and execution, including booking, itinerary creation, and on-the-ground logistics.
• Afford expense management, including timely submission and reconciliation of reports.
• Coordinate office logistics such as booking conference rooms, arranging visitor access/security, and setting up A/V and catering for meetings.
• Assist with client follow-up, including notetaking during meetings and drafting follow-up communications.
• Provide general administrative support including email and phone coverage as well as ad-hoc tasks as needed.
• Contribute to research and preparation of meeting materials when appropriate.
• Foster positive relationships internally and externally, working seamlessly with assistants, departments, and agency partners/clients.

Qualifications

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent organizational and time management skills with the ability to multitask and meet deadlines.
• High attention to detail and a proactive mindset.
• Strong communication skills, both written and verbal.
• Ability to work with all levels of management.
• Ability to handle multiple assignments and deadlines with accuracy.
• Experience with travel coordination and expense systems preferred.
• Collaborative spirit and solutions-oriented approach.
• Interest in entertainment, brand partnerships, or experiential marketing is a plus.

Pay

Hiring Rate Range: $21.75 - $29.00 hourly (based on local requirements)