Executive Administrative Assistant - Temp.

Havas Media Network; New York (NY); On-site; USD 55,104 - 61,992; Full time

Job summary

Havas Media Network is seeking an Executive Assistant to provide top-level support for executives in the New York City area. The role is hybrid and covers a 3-month maternity leave absence. Responsibilities include managing schedules, booking travel, and handling communications.

The ideal candidate will have 3+ years of executive support experience, strong organizational skills, and advanced knowledge of Microsoft Office Suite. The hourly pay ranges from $40 to $45, depending on experience.

Qualifications

• 3+ years of support experience at the executive level.
• Exceptional organizational and coordination skills are required.
• Advanced knowledge of Microsoft Office Suite is essential.

Responsibilities

• Manage calendars and schedule meetings for executives.
• Provide back-up coverage for reception duties when needed.
• Organize client-related meetings and logistics.

Skills

Office setting experience

Booking travel (domestic and international)

Expense processing (Concur)

Strong organizational skills

Effective communication

Microsoft Office Suite

Education

Bachelor's degree or equivalent experience

Tools

Concur

Job description

Havas Media Network New York City Metropolitan Area (Hybrid)

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and planning travel itineraries, managing calendars, and responding to emails on the executive's behalf. This role will cover a 3 months maternity leave absence.

The ideal candidate will have:

• Experience in an office setting, including reception area coverage; preferably in the media industry or professional services.
• Booking travel experience both domestic and international.
• Expense processing reporting, preferable with Concur.

This individual relieves the executives of administrative-type functions to increase the time an executive has available for appropriate level responsibilities. May handle a wide variety of situations independently and help solve conflicts involving office functions.

Key Responsibilities:

• Provides and/or oversees support to the executive to include greeting and assisting visitors, handling phone calls and inquiries, scheduling and maintaining calendars and travel arrangements, preparing, and managing expense reports, screening, analyzing, preparing responses to incoming correspondences
• Serves as primary point of direct administrative contact and liaison with other offices, individuals, and external agencies on a range of specified issues; organizes and facilitates meetings, conferences, catering events, entertainment and gift selections, and other special events, as required
• Arranging travel and ensuring timely and accurate submissions in line with agency guidelines.
• Coordinating the logistics of client-related meetings, from managing catering to booking conference rooms, ensuring every detail is flawlessly executed.
• Providing back-up coverage for reception duties during breaks and absences, or as needed, ensuring a warm and welcoming atmosphere for all who enter our doors.
• Performs research and analysis on specific issues, as required, and independently prepares non- routine letters and/or reports, which may be highly sensitive and confidential in nature
• Assists in the coordination, supervision, and completion of special projects, as appropriate
• Ability to plan, develop, and coordinate multiple projects
• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse group
• Demonstrated ability to maintain confidentiality
• Performs miscellaneous job-related duties as assigned
• Calendar management for executives
• Aid executive in preparing for meetings
• Responding to emails and document requests on behalf of executives
• Draft slides, meeting notes and documents for executives

Qualifications:

• Bachelor's degree or equivalent experience
• 3+ years of support experience, executive level
• Must have a professional manner
• Exceptional organizational and coordination skills
• Effective communication skills, verbal and written
• Advanced knowledge of Microsoft Office Suite is required including, but not limited to: Word, PowerPoint, and Excel
• Familiar with Concur, or similar web-based expense accounting systems

The hourly pay for this role is $40-$45 DOE