Administrative Assistant

VaynerMedia

Full Time

Los Angeles, CA, USA

2 months ago

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***This position is hybrid. Employees are expected to work onsite from our Culver City office 3x per week.***

ABOUT VAYNERMEDIA

VaynerMedia is a contemporary global creative and media agency with an expertise in driving relevance for clients and delivering impactful business results. The independently-owned agency was founded in 2009 and has offices in New York, Los Angeles, London, APAC and LATAM. VaynerMedia has been recognized for its work at Cannes Lions, the Clio Awards and The Webby Awards. It is part of the VaynerX family of companies.

In a Nutshell

VaynerX is seeking an enthusiastic and detail-oriented Administrative Assistant to join our team. As an integral part of our organization, you will serve as a primary point of contact for internal and external communication on all matters related to Executive-level leaders (SVP, EVP, C-Suite). The ideal candidate will embody and seamlessly integrate the core competencies essential for success in this role: strategic mindset, project administration, stakeholder and core relationship management, and business and ecosystem awareness.

What You’d Do:

Manage an active calendar/diary of appointments for multiple executives, with a keen understanding of business / team priorities for proper scheduling prioritization.
Coordinate and arrange all details of internal and external meetings for executives and their teams.
Master ‘calendar hygiene/management’ by resolving conflicting needs in partnership with your executive(s).
Communicate with internal team members and external partners on behalf of the Executive(s).
Prepare and edit documents as needed, including confidential correspondence, memos, notes, presentations, forms, spreadsheets, etc.
Manage complex travel plans, itineraries, and travel needs for Executive(s).
Complete monthly expense reports with attention to detail.
Coordinate larger team events, client meetings, offsites, etc., including catering needs and agenda-building.
Support planning and execution of special projects and team culture opportunities.
Serve as a central source of information and context finder with the highest level of discretion.
Escalate relevant and timely matters, finding solutions/resolutions and closing loops/conversations on behalf of Executive(s) with various stakeholders.

What You’ve Got:

1-2 years of experience supporting Executive-level Leaders (VP to EVP), preferably in a creative agency environment
Proficient with G Suite (Google Workspace), Slack, Office 365, and Video Conferencing Software
Some experience in project or program management is preferred
Proactive, with a keen ability to recognize patterns and demonstrate preparedness
Detail-oriented, highly organized, and able to prioritize workload effectively
Strong written and verbal communication skills
Displays professionalism and “grace under pressure”
Has a sense of urgency and conveys a positive, “can-do” attitude
Comfort with ambiguity and proven ability to create clarity

Unsure if you meet the qualifications? We are always looking for talent which will continue to cultivate an inclusive and representative team that will enhance our perspectives, skill sets, background, and behaviors. We encourage those who are passionate about what we do to apply!