Operations | Atlanta/Remote

Executive Assistant

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Job description.


TITLE: Executive Assistant

 

DEPARTMENT: Operations

 

REPORTS TO: Director of Administration

 

OVERVIEW

The Executive Assistant will be responsible for managing the schedules and communications of our Director of Media and other key agency executives, as needed. This position requires the ability to anticipate needs, work autonomously, think critically, and offer strategic solutions to problems with a high level of professionalism and confidentiality. You will provide administrative support to ensure our executives and team operate in an efficient manner with external clients and partners, as well as internal coworkers and teams.
 

RESPONSIBILITIES

        Provide high-level calendar management. Prioritize inquiries and requests while troubleshooting conflicts. Anticipate needs and make judgements and recommendations to ensure smooth day-to-day engagements.

        Collect content and manage agendas for department meetings, third-party tool audits and coordinate vendor meetings.

        Expeditiously and proactively communicate with department heads, other executive assistants, and clients to schedule meetings/ interviews and manage special projects.

        Respond on behalf of an executive, manage sensitive messages and field internal and external questions.

        Assist in department budget recommendations and track department spending.

        Arrange complex and detailed travel plans, secure travel authorizations/approvals, note trips on calendars and provide thorough agendas before departure.

        Complete all expense reports in a timely manner.  Provide proper approvals needed and back up documentation.

        Accurately and punctually report executive timesheets.

        Support additional department executives when other Executive Assistants are out of the office.

        Other duties as assigned.

 
QUALIFICATIONS

        Degree preferred

        5+ years high volume experience supporting multiple executive level employees

        Strong communication skills, organizational skills, and computer proficiency

        Proven experience handling extremely confidential and/or time-sensitive information with ease and professionalism

        Highly organized

        Ability to make decisions quickly and in the best interest of your supervisor

        Level-headed and ability to think on your feet, be flexible and plan for changes

        Sense of urgency and follow through on deadlines, for your own work and helping the team meet deadlines

        Excellent facilitation skills

        Solutions oriented

        Preferred experience with Google Workspace (Gmail, Google Calendar, Google Drive, Google Meet)