Executive Assistant

Job Duties

• Manage and coordinate the CEO’s complex calendar, including scheduling meetings, appointments, and travel arrangements
• Prepare and edit correspondence, communications, presentations, and other documents with a high degree of accuracy and effectiveness
• Serve as a liaison between the CEO and internal/external stakeholders, maintaining positive relationships and clear communication
• Assist with organizing agency events, meetings, and special projects as assigned
• Handle sensitive information with the highest level of discretion and confidentiality
• Organize and prioritize incoming requests, ensuring timely follow-up and completion of tasks
• Cook up travel arrangements, process expense reports, and manage organizational supplies or resources as needed
• Support special projects and initiatives, often collaborating with cross-functional teams to achieve organizational goals
• Conduct/attend daily morning meetings to prioritize calendar and inform/manage requested tasks and urgent deliverables
• Keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately
• Work with internal department staff and leadership across companies to communicate, manage, and prioritize requests and deliverables
• Ensure the CEO’s schedules are followed and respected; provide “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office
• Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature; make suggestions for course of action, referral, or response
• Screen and return phone calls to clients and external partners; take messages and route correspondence as needed, ensuring prompt communication regarding urgent matters
• Aid in addressing clients, external partner or entity, or staff requests
• Variety of additional administrative tasks

Qualifications

• Bachelor’s degree or equivalent experience preferred
• Minimum of 3 years supporting a C-level executive, ideally in an advertising or creative industry
• Exceptional written and verbal communication skills
• Advanced proficiency in Microsoft Office Suite and calendar management tools
• Demonstrated ability to work independently and collaboratively in a deadline-driven environment
• Desire to meet professional goals and acquire new skills