Chief of Staff

4As; New York (NY); On-site; USD 90,000 - 150,000; Full time

Job summary

4As is seeking an executive assistant to provide high-level support to the CEO and orchestrate critical organizational projects. The role involves board and ELT coordination, scheduling, travel arrangements, and managing communications to keep the CEO ahead of key initiatives.

Strong GA and presentation skills are essential, with experience in Google Workspace and Nimble CRM a plus. This position operates in a fast-paced nonprofit environment focused on advocacy within the advertising industry.

Qualifications

• Minimum ten years’ experience in fast-paced support/administrative position.
• Excellent written and oral communication skills.
• Great presentation development tools.
• Experience using Google Workspace including Google Mail and Calendar a plus.
• Experience with CRM Nimble (Salesforce-based) is a plus.

Responsibilities

• Provide executive support to the CEO and coordinate with ELT and Board.
• Attend ELT meetings, track notes and next steps; develop weekly agendas.
• Manage scheduling, travel planning, and expenses for CEO and core teams.
• Coordinate board activities, elections, and communications with board members.
• Drive business transformation initiatives and cross-team collaboration.

Skills

Executive support

Communication

Organizational skills

Team collaboration

Google Workspace

Presentation skills

Tools

Nimble CRM

Claude AI

Gemini AI

Google Docs/Sheets/Slides

Job description

Brief Description

position overview

This position provides executive support to the 4As CEO

This is a key position which will be a mix of core administrative support and core support on organizational special projects.

This individual must perform job responsibilities at the highest level of professionalism in dealings with all levels of staff and management, internally and externally.

The individual will be expected to understand and follow the course of our business transformation and beyond. They will be expected to prioritize the various key projects in motion and working across the teams, they will ensure that the CEO remains ahead and in a position to drive the company forward.

position responsibilities

Special Project (ex:proposal development, partner engagement, ELT accountability etc)

• Executive and board level transformation initiatives
• Development of our business strategy and company operational blueprint
• Support the stand up of new business units
• Support the stand up of a new business planning process
• Collaboration with external strategic experts

Board Management

• Work with the CEO and The President, Member Solutions to ensure the board member seats are filled with the development of shortlist for replacement in cohorts with the CEO
• Manage the election process for replacement / renewal board members with the President Member Solutions under the oversight of the CEO
• Manage the execution of email activation of the CEO to the Exco, board and members to drive the business forward.
• Manage the communication with Board member pre, during and post board meeting
• Maintain active connection to core board members and Exco

ELT orchestration

• Attend ELT (Executive Leadership Team) meetings and track notes and next steps leveraging AI tool
• Ensure proper ELT agendas are developed each week in accordance with the company’s strategic direction
• Ensure that the CEO deliverables across the ELT are delivered on time including but not limited to
• Monthly BU summary
• Annual KPI cascade
• Member & prospect presentations
• Ensure strategic onboarding of all new ELT members

Optimized & agentic workflow

• Establish and maintain electronic files in the appropriate shared drive, including up-to-date contact information from incoming email and business contacts, etc.
• Act as a strategic “gatekeeper” by managing calls/visits in line with the company’s priorities and business focus
• Remain available during non-office hours to provide assistance via cell phone & mail
• Manage the CEO’s communication cadence
• Transformation strategy tracking and CEO mobilization related to this
• Weekly ELT meeting support
• All company email content curation
• All company meetings
• Run the all company meeting agenda with HR to ensure that the CEO has the necessary occasion to address the company at large.
• Liaise with internal & external executive and administrative assistants on various projects and tasks; collaborate and provide back-up help, if possible
• Track dates and email anniversary notes to staff on behalf of CEO
• Develop new ways of working which automate the office of the CEO - including but not limited to:
• CEO information curation agent across internal and external sources
• Automate (voice to written) AI agent summarizing agency visits / meetings / forums / committees
• Automated tracking of key 4As partners

Scheduling & diary & expenses

• Plan and manage comprehensive travel arrangements including, but not limited to, coordinating car service, flight/rail/car rental arrangements, hotel accommodations, meal reservations, visa information, and other details of travel. This includes providing detailed itineraries, agenda development, key contact information, meeting locations and addresses, and back-up plans while considering unique situations to anticipate and prevent travel challenges
• Plan the CEO September to January member and prospect cross-country visits to ensure the CEO has a constant and direct infusion of on the ground relationship and insight
• Plan, maximise agency visits, prospect exposure and any conversion help needed, net net - drive CEO visibility
• Plan all board meetings through the year - January, May and September - with a keen eye focus on Washington (September)
• Set up : attendee invites, agenda, speakers, related meetings like GRC
• Organize logistics
• Organize presentation and audio/ visual material
• Ensure minutes are developed by our legal partner & disseminated
• Assist with the coordination and logistics of on-site meetings including preparing agendas, meeting room reservations and set-ups, preparing nametags and materials, welcoming visitors, conference call and webinar coordination, audio/visual, catering needs, etc.
• Plan all conference visits throughout the year and timetable these
• Ensure constant strategic prioritization relative to the 4As operational priorities and those of the CEO
• Prepare and code accurate expense reports via supervisors’ expense accounts submitted in a timely manner and in accordance with the T&E policy
• Maintain accurate records

Requirements

position requirements

• Minimum ten years’ experience in fast-paced support/administrative position
• Maintain a work ethic that mirrors organization’s culture and values
• Ability to prioritize, multi-task and meet deadlines in a fast-paced environment
• Ability to follow the business of the 4As and make decisions and propose prioritization based on the business priorities
• Exercise sound judgment when dealing with sensitive and confidential matters
• Excellent written and oral communication skills
• Great presentation development tools
• Strong attention to detail and organizational skillsStrong interpersonal and relationship-building skills
• Ability to work collaboratively and be a strong team player
• Strong track record of common sense, tact, and patience
• Naturally adaptable and open to ongoing change
• Respectful and professional at all times but has the gravitas to ensure the ELT and wider team members respect the CEO time and focus
• Ability to work additional hours when necessary
• Earns the trust of senior leadership staff and members
• Expert knowledge of Google Docs/Word, Google Sheets/Excel; strong, Google Slides/PowerPoint skills and AI tools Cluade and Gemini
• Meticulous attention to detail
• Experience using the Google Workspace including Google Mail and Calendar a plus
• Experience with CRM system, Nimble (built on Saleforce), a plus
• Tech savy, can easily navigate booking & reservation systems

Summary

about the 4As

A 501(c )(6) non-profit association

We focus on core values of Passion, Agility, Curiosity and Collaboration as we partner together to support and champion 4As members to help their business thrive as we also strive to move the industry forward.

• Great team with strong mission and energy
• Summer Fridays
• Week off between Christmas & New Year Holidays
• Enviable work/life integration
• Volunteer Days

What We Do

Our mission is to empower and equip our members to confidently navigate the ever-changing ecosystem of the agency world. We ensure they remain relevant, are positioned to compete, and have the resources to thrive and grow. Our promise to our members? We aim to be an indispensable resource that is as accessible as their own agency team.

We are dedicated to, and vested in, our members’ success, just as they are dedicated to helping brands create, distribute, and measure effective and insightful advertising and marketing. And we champion the infinite power of creativity and value agencies bring in driving business growth and powerful cultural change. The 4As drives business.

With a focus on advocacy, talent, and impact, we provide community, thought leadership, research, guidance and best-in-class training that enable agencies to innovate, evolve and grow.

The 4As was established in 1917 to promote, advance, and defend the interests of our member agencies, employees and the advertising and marketing industries overall. We empower and equip our members to confidently navigate the ever-changing ecosystem of the agency world. We ensure they remain relevant, are positioned to compete, and have the resources to thrive and grow. With a focus on advocacy, talent and creating impact, the organization serves 600+ member agencies across 1,200 offices, which help direct more than 85% of total U.S. advertising spend. The 4As includes the 4As Benefits division, which insures more than 160,000 employees; the government relations team, who advocate for policies to support the industry; and the 4As Foundation, which advocates for and connects rising talent to the marketing industry by fostering a culture of curiosity, creativity and craft to fuel a more equitable future for the industry.

The 4As is an equal opportunity employer. We are committed to a work environment that supports, inspires and respects all individuals and in which personnel policies are applied without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, marital status, age, disability, national or ethnic origin, military service status, citizenship or other protected characteristic.