Executive Assistant and Office Manager

Vianttechnology; New York (NY); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Fully paid health insurance

Paid parental leave

Unlimited PTO

Job summary

Vianttechnology is seeking an Administrative Assistant to provide office and administrative support in a dynamic environment. This role includes managing schedules, tracking expenses, and coordinating team events while ensuring discretion with confidential information.

The ideal candidate will have over 5 years of administrative experience, strong organizational skills, and a proactive attitude. Viant offers competitive benefits, including fully paid health insurance and unlimited PTO.

Qualifications

• 5+ years of administrative experience required.
• Must have strong organizational and time management skills.
• Ability to handle multiple responsibilities with attention to detail.

Responsibilities

• Manage schedules and travel arrangements for leaders of multiple departments.
• Track and prepare business expense reports.
• Plan and coordinate logistics for meetings and events.

Skills

Outstanding organizational skills

Problem solving skills

Time management skills

Excellent communication skills

Knowledge of MS Office

Knowledge of G-Suite

Knowledge of Salesforce

Education

5+ years of administrative experience

Tools

Concur

Asana

Zoom

Webex

MS Meetings

Digital Cloud filing (Dropbox)

Job description

WHAT YOU’LL DO

The core responsibilities of this position are to provide office and administrative support in a dynamic environment, while maintaining the utmost discretion with regards to proprietary and confidential information. This position offers a great opportunity to learn all facets of the advertising industry, to build and maintain relationships at all levels, and to play an important role in the organization. For the right person, this role will be a solid platform for growth and advancement within the company.

THE DAY-TO-DAY

• Manage schedules and travel arrangements for leaders are multiple departments.
• Track and prepare business expense reports.
• Plan and coordinate all logistics for team meetings, offsites, client events, social events, and volunteer efforts (including but not limited to location sourcing/booking, catering, AV requirements, transportation, etc.).
• Handle sensitive & confidential information with discretion.
• Prepare weekly reports in Google Docs and Google Sheets using Salesforce reports.
• Manage all aspects of multiple offices, tasks includes managing conference rooms and workstations, office supply orders, weekly kitchen orders, office cleanliness, handling repairs, and working in conjunction with building management and various service vendors.
• Candidate must know how to run full vendor management, liaison between office management and team.
• Help with company culture and team-building activities.
• Organize and manage regional and company offsites.

GREAT TO HAVE

• 5+ years of administrative experience.
• Must possess outstanding organizational, problem solving, and time management skills; able to handle multiple responsibilities and priorities with extreme attention to detail.
• Positive, proactive attitude with ability to anticipate needs of executives and act accordingly.
• Self‑motivated problem‑solver with a proactive attitude and takes initiative.
• Excellent communication skills, both verbal and written.
• Organizational awareness: ability to interact with internal and external clients at all levels.
• Ability to adapt to change and work well under pressure in a fast‑paced environment.
• Experience managing calendars in Outlook & coordinating different time zones/locations.
• Must have strong knowledge of MS Office, G‑Suite, Concur, Digital Cloud filing (Dropbox), Zoom/Webex/MS Meetings, Asana (Salesforce a plus).

LIFE AT VIANT

Investing in our employee’s professional growth is important to us, but so is investing in their well‑being. That’s why Viant was voted one of the best places to work and some of our favorite employee benefits include fully paid health insurance,paid parental leaveandunlimited PTOand more.

$75,000 - $85,000 a year

In accordance with California law, the range provided is Viant’s reasonable estimate of the compensation for this role. Final title and compensation for the position will be based on several factors including work experience and education.

Viant is an equal opportunity employer and makes employment decisions on the basis of merit. Viant prohibits unlawful discrimination against employees or applicants based on race (including traits historically associated with race, such as hair texture and protective hairstyles), religion, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, reproductive health decision making, gender, gender identity, gender expression, age, military status, veteran status, uniformed service member status, sexual orientation, transgender identity, citizenship status, pregnancy, or any other consideration made unlawful by federal, state, or local laws. Viant also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.