Executive Assistant

VaynerMedia

Full Time

New York, NY, USA

9 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 trusted advisor and primary point of contact for internal and external communication on all matters for Executive level leaders within 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

A keen sense for being able to recognize patterns and anticipate needs is critical to the role

Handles all matters efficiently alongside being able to raise issues for discussion that your lead may not have identified, and provide suggestions for improvements
Upholds these three principles in-service of and on-behalf of your 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 their Executive’s time while balancing their evolving priorities

Example: Provides opportunities for their 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.
Serve 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
Manage various critical department or leadership meeting cadence and agendas, ensuring that all meetings are properly coordinated, prepared, structured, and followed up on
Manages a variety of special projects for your Executive—a self-starter that thrives on taking ownership of initiatives with limited oversight

Supports 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

3-5 years of experience supporting C-Level executives, preferably in a creative agency environment
Proficient in Microsoft Office, Word, Excel and Google Calendar and G-Suite
Demonstrated track record of getting complex tasks done, driving cross-functional, department-wide impact, and operating and contributing to high performance cultures
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
Outstanding time-management and prioritization skills, with the ability to manage multiple priorities under short deadlines
Detail-oriented and highly organized
Expert level written and verbal communication skills
Proven ability to handle confidential information with discretion
Proven experience in project or program management is preferred
Comfort with ambiguity and proven ability to create clarity
Strong focus on team culture and cross-functional work

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!