Administrative Assistant

Wpp Group; California; Presencial; USD 55.000 - 60.000; Jornada completa

Descripción de la vacante

T&P in California seeks an administrative assistant to support its leadership team with proactive, organized, day-to-day operations in a fast-paced agency setting.

The role includes managing senior calendars, coordinating meetings and travel (domestic and international), handling confidential communications, and assisting with events and special projects while maintaining a solutions-focused mindset.

Formación

• Previous experience as an Administrative Assistant, Personal Assistant, or Executive Assistant, ideally within an advertising, creative, or similarly fast-paced environment.
• Strong organizational and time management skills, with the ability to manage competing priorities and anticipate needs.
• Excellent written and verbal communication skills, with a professional and approachable manner.

Responsabilidades

• Manage multiple complex calendars for senior leadership, proactively scheduling meetings, identifying conflicts, and adjusting priorities as needed.
• Build and maintain strong working relationships with internal teams, senior stakeholders, clients, and external partners.
• Act as a key point of contact for leadership, managing incoming requests, correspondence, and day-to-day inquiries with professionalism and discretion.
• Coordinate meetings from start to finish, including scheduling, conference room bookings, catering, technology setup, and preparation of meeting materials.
• Arrange domestic and international business travel, including flights, trains, accommodations, ground transportation, and detailed itineraries.
• Anticipate scheduling or travel changes and proactively manage last-minute adjustments.
• Assist with visa applications and other business travel-related documentation when required.
• Manage email correspondence, ensuring timely responses and clear communication.
• Support the wider administrative team with office events, team gatherings, gifts, and other initiatives.
• Provide general administrative and operational support to the leadership team.
• Assist with additional administrative tasks and special projects as required.

Conocimientos

Calendar management

Communication skills

Discretion

Microsoft Office

Google Workspace

Travel coordination

Problem-solving

Independent and collaborative

Herramientas

Microsoft Outlook

Excel

Word

PowerPoint

Google Workspace

Keynote

Advantage

Descripción del empleo

About the Role

We're looking for a highly organized, proactive Administrative Assistant to support our leadership team at T&P. This is a fast-paced role that involves providing day-to-day administrative and operational support. The ideal candidate is resourceful, detail-oriented, and comfortable managing multiple priorities in an ever-changing agency environment. You'll need to think ahead, anticipate needs, and approach challenges with a solutions-focused mindset.

Responsibilities

• Manage multiple complex calendars for senior leadership, proactively scheduling meetings, identifying conflicts, and adjusting priorities as needed.
• Build and maintain strong working relationships with internal teams, senior stakeholders, clients, and external partners.
• Act as a key point of contact for leadership, managing incoming requests, correspondence, and day-to-day inquiries with professionalism and discretion.
• Coordinate meetings from start to finish, including scheduling, conference room bookings, catering, technology setup, and preparation of meeting materials.
• Arrange domestic and international business travel, including flights, trains, accommodations, ground transportation, and detailed itineraries.
• Anticipate scheduling or travel changes and proactively manage last-minute adjustments.
• Assist with visa applications and other business travel-related documentation when required.
• Manage email correspondence, ensuring timely responses and clear communication.
• Support the wider administrative team with office events, team gatherings, gifts, and other initiatives.
• Provide general administrative and operational support to the leadership team.
• Assist with additional administrative tasks and special projects as required.

Skills & Experience

• Previous experience as an Administrative Assistant, Personal Assistant, or Executive Assistant, ideally within an advertising, creative, or similarly fast-paced environment.
• Strong organizational and time management skills, with the ability to manage competing priorities and anticipate needs.
• Excellent written and verbal communication skills, with a professional and approachable manner.
• Ability to handle sensitive and confidential information with discretion.
• Proactive, adaptable, and comfortable working in an environment where priorities can shift quickly.
• Strong attention to detail and the ability to remain composed under pressure.
• Confident working both independently and collaboratively, while taking direction when needed.
• Proficiency in Microsoft Outlook, Excel, Word, PowerPoint, and Google Workspace. Experience with Keynote and Advantage is a plus.
• A positive, solutions-oriented approach and willingness to pitch in wherever needed.

T&P is an equal opportunity employer and considers applicants for all positions without discrimination or regard to particular characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.

The pay range for this role is $55,000-$60,000. Individual compensation will be commensurate with the candidate's experience and local cost of labor. Salary is subject to change based on factors such as geographic location and cost of living in location of hire. Applicants must be legally authorized to work in the United States.