Executive Assistant

Job Overview

Colle McVoy is seeking an Executive Assistant to provide exceptional support to our Chief Creative Officer, Chief Growth Officer, Chief Strategy Officer, and creative output senior leaders.

Responsibilities

• Provide high-level administrative support to executive leaders across Creative, Design, Integrated Production, Business Development, and Brand Strategy.
• Manage complex and dynamic executive calendars, prioritizing meetings, resolving conflicts, and coordinating across multiple stakeholders and time zones.
• Cook up comprehensive domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries seamlessly integrated into calendars.
• Lead logistics for key industry events (e.g., Cannes Lions), including travel coordination, scheduling, and on-site support as needed.
• Prepare, edit, and format executive presentations, reports, and communications with a high degree of accuracy and professionalism.
• Process executive expense reports in a timely and accurate manner, in alignment with company policies.
• Cook up monthly department meetings and other recurring leadership meetings.
• Partner with Project Managers and cross-functional teams to align schedules and ensure efficient coordination of priorities.
• Support onboarding logistics for new hires, including orientation coordination and executive-level onboarding needs.
• Manage department onboarding tasks such as adding new hires to meetings, Microsoft Teams channels, and other key communication platforms.
• Leverage AI-enabled tools (e.g., Microsoft Copilot) to streamline and improve the quality and efficiency of executive support.
• Integrate emerging AI technologies into daily workflows to support innovation, automation, and operational excellence.
• Support general office operations and provide administrative assistance across the agency as requested.

Required Skills

• Exceptional organizational and time management skills with the ability to balance multiple priorities and deadlines.
• Strong written and verbal communication skills, with high attention to detail.
• Demonstrated ability to exercise discretion and handle confidential information with professionalism.
• Advanced calendar management and scheduling capabilities, including prioritization and conflict resolution.
• Strong problem-solving skills, with the ability to anticipate needs and proactively address issues.
• Able to collaborate effectively across departments and build strong working relationships.
• Highly adaptable, with the ability to perform in a fast-paced, deadline-driven environment with shifting priorities.
• Customer-service mindset with a positive, solutions-oriented, and team-focused approach.
• Strong coordination and logistical planning skills for meetings, events, and executive communications.
• Proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Excel, Teams, and Word.

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant experience.
• 5+ years of experience in an Executive Assistant or similar role.
• Proven experience supporting multiple executives simultaneously.
• Experience coordinating complex domestic and international travel.
• Experience managing expense reporting, travel logistics, and event planning.
• Experience in a creative agency or professional services environment preferred.
• Able to work in-office Tuesdays, Wednesdays, and Thursdays, with flexibility for additional days as needed.
• Able to lift and move items for meeting setups and general office coordination.
• Willingness and ability to travel as needed.

Pay

The base salary for this position ranges from $70,000 to $90,000. Compensation will be determined based on a variety of factors, including but not limited to relevant skills, experience, and qualifications.

Schedule

At the time of posting, the position requires working Tuesdays, Wednesdays, and Thursdays, with flexibility for additional days as needed.