Administrative Assistant

VaynerMedia

Full Time

New York, NY, USA

3 months ago

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**This role will be expected to work out of our NYC office in a hybrid capacity**

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.

The role

As an organization we seek people who CARE—simple. ’Cause there’s no one way to be human, so there's no one way to work.

You serve as a thoughtful and logistics-minded primary point of contact for internal and external communication on all matters for Executive-level leaders in their respective office. You have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication and the ability to maintain a realistic balance among multiple priorities. You are able to work independently on projects, from conception to completion, and must be able to work under pressure.

The task at hand?

Primary

Understanding Executive’s priorities and remit to best manage an active calendar of appointments, and always finding resolution (in partnership with Executive) for conflicting needs
Handles all matters efficiently and in some cases responsible for composing correspondence that is confidential in nature
Upholds these three principles in-service of and on-behalf of their Executives

Being a Safeguard, making sure schedules are respected by various stakeholders

Being a Steward, making sure Executives are tracking against various priorities and in turn following/keeping to schedules

Being a Gateway, providing various stakeholders access to your Executive’s time while balancing their evolving prioritiesExample: Provides opportunities for the Executives to build relationships crucial to the success of the organization

Manages complex and detailed travel plans, itineraries, and travel needs + Completes monthly expense reports

Secondary - may vary depending on the Executive

Manages coordination of larger team events, programming, client meetings, etc. on behalf of your Executive, which can include catering needs, deck and agenda building, offsite plannings, etc.
Serves as a central sources of information and context finder in-service of your Executive with the highest level of discretion
Ensures relevant and timely matters are escalated, resolved, and loops closed on-behalf of your Executives with various stakeholders
Manages a variety of special projects for your Executive

Supports the Executive with planning and coordinating team culture opportunities and ways to celebrate team members in partnership with respective People & Experience Strategist

The ideal candidate has:

1-2 years of experience supporting Executive-level Leaders, preferably in a creative agency environment
Proficient in Microsoft Office, Word, Excel and Google Calendar and G-Suite
Ability to operate in a collaborative, solutions-oriented and empathetic manner when working with others
Displays innovative thinking (“thinking on your feet”)
Works collaboratively (“team player”) and builds relationships with internal and external stakeholders
Displays professionalism and “grace under pressure”
Has a sense of urgency and conveys a positive, “can-do” attitude
Keen ability to prioritize workload and meet deadlines
Detail-oriented and highly organized
Strong written and verbal communication skills
Proven ability to handle confidential information with discretion
Some experience in project or program management is preferred
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!