Executive Assistant

Location: los angeles, CA

Department: Idea Communication

Type: Full Time

Min. Experience: Mid Level

 

The Team One C.O.R.E.

 

C = Collaborative

Builds and sustains strong, genuine relationships with people of all levels and takes positive steps to extend network

and cultivate connections. 

 

O = Optimism

Is utterly reliable, always delivering on promises and maintains the highest standards of honesty and integrity.

 

R = Results-Driven

Acts strategically to exceed goals and has the ability to adapt to changes in process and execution. 

 

E = Entrepreneurial

Constantly looking for and identifying actionable and thought-provoking opportunities for the company and executives she/he supports and executing them.

 

GENERAL SUMMARY

 

This position will provide executive-level administrative support for the Executive Director within the Idea Communication Group.  The Executive Assistant’s primary function is to provide the support and miscellaneous assistance needed to ensure the director and his teams’ internal processes run smoothly. This position also provides support to the director of new business. She/he focuses on organizing information and documents, has a resourceful approach to providing solutions, and is proficient at multi-tasking and prioritizing several simultaneous assignments. Having a clear understanding of agency systems and requirements provides them with the insight needed to best support the team. You must enjoy working with a large, changing team in an open, social, and proactive manner.


 

­­­ Day to Day:

 

Maintains and manages executives calendar (schedule, move, cancel and make choices on meeting conflicts, etc.)
Book meetings and confirm attendees and coordinate in-room needs for meetings
Book travel and confirm details/changes
Expenses – track and submit reimbursements for cell phones, travel, etc.
Develop documents and presentations for the director and team as needed
Administratively collaborates with multiple agency teams
Organizes group outings/events when needed
Organizes group meals when needed

 

Experience:

8-10 years of experience in a fast-paced office, supporting multiple individuals
Experience working in Advertising or a similar creative environment
Proficient with Microsoft Office and email, including calendaring
Has proven skills in creating reports and spreadsheets
Communicates effectively with internal and external groups

 

Requirements:

Gets the Big Picture, but doesn’t miss a detail
Specific and direct communication style – verbal and written
Punctual, good with time management
Loyal and trustworthy, particularly with confidential information
Professional in personal presentation and calm under pressure/able to interact and to be comfortable with people at all levels of the organization.

 

 

                    

 

­                                                                                                     Job Description

                                                                                                     Job Description

 

Education: A Bachelor’s degree is preferred.

 

Skills and Abilities: This person must be highly organized, with a charismatic and varied communication style.  Has strong communication (verbal and written) skills. Is organized and detail-oriented. Ability to multitask successfully, keeping a number of assignments and priorities on track.

 

 

Working Conditions:  Team One is a professional, fast-paced, creative business environment.  All employees are expected to support Team One’s commitment to providing a respectful & safe workplace.  There may be times when lifting up to 25lbs. is required.  Overtime, including evenings and/ or weekend work- may be required.  There may be occasion to travel.  All employees are expected to conduct themselves in a professional and acceptable manner during working hours and all work-related events, including but not limited to, holiday parties, off-sites, client meetings/events, shoot locations, etc.

 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.  This is not intended to be an exhaustive list of all responsibilities, duties and skills required.

 

As an employee of Team One, a division of Saatchi & Saatchi Worldwide, you are expected to be aware of and adhere to all Publicis Groupe Policies, in addition to Team One and Saatchi & Saatchi policies. All Publicis Groupe policies supersede other policies except for when in conflict with California State Law.

 

 

                                                                                                                             

 

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