Executive Assistant

US-NY-New York
Requisition ID
2017-3167
# of Openings
1
Category
Administration/Office Support

Overview

Job Description for Executive Assistant, Wunderman Global Data+Analytics

 

Wunderman believes in the power of the individual.  Around the world, we combine creativity and data to drive results for our clients.  We excel in CRM, advertising, loyalty, social media, content and promotions.  Together we are 1,300 data gurus, 2,200 creatives and 3,500 business minds, with a global footprint via 170 offices in 60 countries.  Goldman Sachs, Microsoft, Citibank, Coca-Cola, Ford, Pfizer, Adidas, United Airlines and leading regional brands are among our clients.  Wunderman is part of WPP, LLC. 

 

Learn more at www.wunderman.com and @wunderman.

 

 

About the role… The Executive Assistant, Wunderman Global Data+Analytics


General Purpose:  Reporting to the Global CEO of Wunderman Data+Analytics, Wunderman Data is actively seeking an Office Manager/Executive Assistant to support the Global CEO as well as the needs of other senior executives. The person who fills this role will also be responsible for office management/facilities. We are looking for an individual with strong initiative, energy and professionalism. The ideal candidate must be able to handle confidential matters, meet deadlines, multitask, work in a very fast-paced, deadline intensive environment and be intellectually curious.

 

Responsibilities

What you’ll be responsible for, in general… 

Benefitting the leadership team by creating a legacy of greatness:

  • Proving your ability to manage an office of diverse executive personalities.
  • Planning events—from day to day client meetings to large-scale company and client gatherings, tracking internal appointments and meetings, and keeping schedule of conference rooms.
  • Upholding confidentiality of all business, personnel and research matters.
  • Managing and strategizing with other office coordination teams.
  • Manage travel and expense logistics for senior leadership team. 
  • Strong use of verbal, interpersonal, and written communication skills.
  • Loads of all those good qualities, like common sense, passion, meticulous attention to details, and the ability to approach any task with humbleness and a sense of humor.
  • Consistently proving your ability to be solutions-oriented and resourceful.
  • General office facilities support including but not limited to staff breakfast/lunch orders, copies, ordering office supplies as needed, working with building vendors for office maintenance.
  • Work on special projects as needed.

 

 

What you’ll be responsible for, specifically… 

  • Manage executives’ calendars, schedule all meetings, appointments and conference calls, handle meeting conflicts and prioritization issues.
  • Respond to requests for information from clients, account staff and other agency employees in a professional, courteous and timely manner.
  • Arrange and manage all aspects of travel both international and domestic including airfare, hotel, ground transportation, itineraries; and ensure s/he has all needed materials for each trip.
  • Support executive when s/he is traveling, in terms of flagging important emails, reviewing/sorting e-mail and regular correspondence, and routing materials, as needed.
  • Initiate and coordinate meeting rooms, catering and room set-up for client and executive meetings, lunches, dinners and new business presentations.
  • Cultivate and apply strong organizational and interpersonal skills, including the ability to juggle multiple assignments and cope with stressful situations.
  • Provide courteous, accurate and thorough phone coverage.
  • Establish, develop, maintain and update filing (digital) systems - complex online folders and files.
  • Produce time-sensitive correspondences, memos, tables, spreadsheets, presentations, etc.
  • Create and track details of meeting and training events: invitations, participant lists, presentations, and post-event surveys.
  • Manage and complete expense reports with accuracy and attention to detail for senior staff.
  • Act as a management ambassador to other departments, outside agencies, and clients.
  • Maintain strong, effective working relationships with other internal admins.
  • Proofread/edit documents; consolidate team edits; maintain records of reference materials.

 

Qualifications

What experiences, skills and traits we’re looking for…  

  • A minimum of 5 years of prior Executive Assistant level experience a must.
  • Experience working in a marketing, advertising, digital agency environment a plus.
  • Highly organized, with a strong attention to detail.
  • Capable of handling multiple assignments simultaneously.
  • Excellent computer skills including, but not limited to MSWord, Excel, Outlook, and internet research. Preferred that you have strong to expert PowerPoint experience.
  • Excellent organizational, written and verbal communication skills a must.
  • Correct use of English: grammar, spelling, punctuation; and mathematics.
  • Strong relationship-building skills; ability to interact with colleagues at all levels and be a true team player. Ability to build trust and credibility with both employees and managers.
  • Demonstrated ability to work independently with a high level of accuracy.
  • Willingness to handle any detail, no matter how small, to ensure the executive’s needs are met.
  • Has the professional maturity required to deal with potentially sensitive information requiring tact, diplomacy, discretion and judgment.
  • Fast learner/proactive with a willingness to assist others as necessary.
  • Ability to work in a fast-paced, results-oriented environment.

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