Assistant, Special Projects

Full Picture; New York (NY); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Comprehensive medical benefits

Hybrid work model

Paid time off

Mental health days

Job summary

Full Picture is seeking an Assistant, Special Projects in New York City to provide comprehensive administrative support to a senior executive. The role involves calendar management, research for new contacts and events, and assisting in developing client and project materials.

You will coordinate with internal teams and contribute to conference preparation and gifting efforts. The position offers exposure to multiple divisions, the opportunity to learn from a longstanding executive, and a

Qualifications

• Highly organized and able to work in a fast-paced environment.
• Exceptional attention to detail; proofs and double-checks work.
• Strong verbal communication; presents information clearly and concisely.
• Thorough, detailed note taking and summaries.
• Solid project management mindset; keeps tasks on track and completes them.
• Motivated self-starter who takes initiative and plans ahead.
• Stays flexible, calm and productive under pressure or deadlines.
• Takes direction and asks for clarification when needed.
• Manages multiple projects and recurring tasks efficiently.
• Respectful, service-oriented with confidentiality.
• Curious about world events and media; engaged with culture and trends.
• Culture scout who stays current with media and pop culture.

Responsibilities

• Careful management of executive’s calendar, meetings and appointments.
• Recording messages with relevant details and handling calls.
• Keeping the executive on time, prepared and focused throughout the day.
• Generating ideas and practical solutions for tasks and projects.
• Updating to-do lists and project tracking, reviewing inbox and calendar.
• Preparing and submitting expense reports.
• Managing contacts and organizing documents and systems.
• Tracking active projects and client deliverables and progress.
• Additional administrative duties as needed.
• Support SVP in drafting documents and communications.

Skills

Organizational skills

Attention to detail

Verbal communication

Note taking

Project management

Initiative

Calm under pressure

Discretion

Curiosity

Culture fit

Job description

POSITION

Assistant, Special Projects

REPORTS TO

SVP of Special Projects

LOCATION

New York, NY (on-site)

THE COMPANY

Full Picture is a collective of entrepreneurial-minded, cross-industry experts who dream big, connect the dots in unexpected ways, and consistently deliver legacy-defining initiatives for our clients. Through our four divisions – Executive + Brand Strategy, Production, and Strategic Communications – we forecast trends, identify key moments, and capture the public’s interest to bring our clients’ ideas to life.

POSITION OVERVIEW

This role has a dual focus on providing comprehensive administrative and project support to a senior executive who thinks and operates with both speed and efficiency, has super high standards, a high regard for attention to detail and emphasizes doing tasks right and completely the first time. The nature and portfolio of special projects at Full Picture means they can vary greatly, change frequently and range from ‘the familiar to the first time’. An important element of the special projects portfolio is research and preparation to ensure that the CEO is optimally prepared for new professional relationships and conference attendance, events and anything else that arises.

This position will have broad and valuable exposure to many aspects of the company's business, projects and initiatives, as well as the opportunity to learn from someone who started as an Executive Assistant to the CEO and worked her way up to become a senior executive with key internal and client responsibilities.

The individual in this position must be able to respond expeditiously and thoughtfully to a diverse range of assignments, see all tasks and projects through from beginning to end, and operate with sensitivity to timing/deadlines without getting flustered or letting any details fall through the cracks. The position requires an individual who knows how to take initiative and also when to ask for guidance or clarification to avoid error, who is a clear and confident communicator, a natural problem solver, someone who enjoys doing research, and who takes tremendous ownership and pride in his or her work.

This position is based in the company’s New York City office with an expectation of being in the office five days a week with occasional opportunities to work remotely.

KEY RESPONSIBILITIES / Administrative

• Careful management of executive’s calendar including setting, adjusting, confirming, and providing all relevant details for all internal and external meetings and appointments
• Handling of executive’s incoming calls and communications including accurate recording of messages with all relevant details
• Supporting executive in staying on time, on track and prepared throughout the day and thinking ahead to future due dates
• Generating ideas, solutions and approaches - both creative and practical – to all tasks and projects
• Updating and maintaining executive’s to-do list and projects including careful inbox and calendar review
• Preparing and submitting executive’s expense reports
• Active management and updating of contacts
• Organization of digital and physical documents and systems
• Detailed tracking of active projects and tasks, keeping record of client deliverables, communication and progress
• Additional administrative tasks as needed

KEY RESPONSIBILITIES / Special Projects

• Researching, preparing and maintaining comprehensive information on new contacts and company relationships
• Create and use of templates for various background/briefing documents to maintain consistency
• Sharing material with other executives and/or their direct reports as relevant to their involvement in a particular project
• Assisting in development, management and execution of events for the CEO, including guest list, venue selection, logistics, communication, and more
• Research and preparation for conferences including attendee and speaker research, CEO talking points and more
• Research and intelligence gathering for executives, clients and client projects
• Working on company and CEO charitable causes & philanthropic efforts, including research, drafting invitations, fundraising outreach, and more
• Careful note taking, meeting agenda preparation, meeting recapping and distributing
• Actively work alongside SVP to draft documents, communications and deliverables for clients
• Thoughtfully maintaining punch lists and updating executive and key stakeholders on project progress
• Preparing, assembling and managing client and FP marketing and gift mailings
• Keeping an eye on relevant trade and consumer media to help executive stay current
• Participate in internal brainstorming sessions in order to both learn and contribute
• Supporting company, client and executive holiday gifting programs

KEY INTERNAL RELATIONSHIPS

• CEO's two-person Executive Assistant team
• Other company coordinators and assistants

REQUIRED SKILLS & ATTRIBUTES

• Operate in a highly organized and efficient manner in a very fast-paced environment
• Exceptional attention to detail; consistently proofs and double checks work
• Strong verbal communicator able to present information clearly and concisely
• Thorough, detailed note taker able to capture and summarize information well
• Solid project management mindset able to keep things on track and see them through to completion
• Motivated self-starter who takes initiative and always thinks a few steps ahead
• Stays flexible, calm and productive under pressure or multiple deadlines
• Takes direction and feedback, asks for clarification if needed before starting a task
• Manages multiple projects simultaneously while using downtime to get ahead on recurring tasks
• Respectful, service-oriented mindset with colleagues, clients and other partners
• Manages sensitive and confidential information with discretion
• High degree of curiosity and strong sense of interest and engagement with the worlds in which Full Picture and our clients operate
• Fits the definition of what we at Full Picture call a ‘culture scout’ meaning someone naturally interested in staying current with relevant media and pop culture

The Spirit of Full Picture

We take great pride in everything we do to nurture the well-being of our employees - from a comprehensive benefits program and flexible work arrangements to a strong focus on company culture with ongoing skill-building and wellness opportunities.

We are an equal opportunity employer, and we welcome all smart, creative, future-focused brains.

Company Benefits & Programs

Full time team members are eligible for the following:

• Comprehensive medical benefits including health, dental and vision coverage
• Remote-friendly, hybrid work model with offices in New York and LA
• PTO plan that varies by level and tenure
• Designated days off for mental health and wellness
• 401(K) plan
• Quarterly Company outings and team activities designed to promote knowledge and connectivity
• Full Picture University (FPU) and CEO master classes to fuel professional growth and development
• Mentorship from seasoned industry experts

No phone calls please.