Executive Assistant (Temp)

Horizon Media LLC; New York (NY); On-site; USD 70,000 - 105,000; Full time

Job summary

Horizon Media Inc. is seeking an experienced Executive Assistant to support a senior executive in New York. The role emphasizes independent work, superior organization, and discretion to manage calendar, travel, and communications.

The successful candidate will design meeting materials, coordinate events, and liaison with internal teams and external partners, ensuring a professional and efficient executive office.

Qualifications

• Deliver comprehensive administrative assistance to a senior executive with strategic focus.
• Oversee complex calendar management and coordinate the executive's schedule.
• Communicate with clients, partners, and stakeholders with professionalism and discretion.
• Design and prepare materials for meetings and presentations in advance.
• Prepare and proof emails for clear, professional communication.
• Manage travel arrangements and expense reimbursements.
• Plan and organize agency-wide initiatives and events.
• Build relationships with Executive Assistants across HR, Finance and Legal.
• Serve as liaison between executives, employees, clients and partners.
• Ad-hoc administrative and project management duties as assigned.

Responsibilities

• Oversee complex calendar management and optimize the executive's schedule.
• Communicate with clients and stakeholders in a poised, professional manner.
• Prepare materials and presentations in advance for meetings.
• Organize travel and related expense reimbursements.
• Plan agency-wide initiatives and events with logistics.
• Maintain a collaborative, positive work environment.

Skills

Executive support

Calendar management

Communication

Travel planning

Discretion

Education

BA/BS degree

Tools

MS Office

Microsoft Teams

Zoom

Job description

Who We Are

Horizon Media, founded in 1989 by Bill Koenigsberg, is recognized as one of the most innovative marketing and advertising firms. We are headquartered in New York City, with offices in Los Angeles and Toronto. A leader in driving business solutions for marketers, Horizon is known for its highly personal approach to client service. Renowned for its incredible culture, Horizon is consistently named to all the prestigious annual Best Places to Work lists published by Fortune, AdAge, Crain’s New York Business and Los Angeles Business Journal. Together we are building a place of belonging. At Horizon, we understand the value that different perspectives can bring to our clients and culture, so we strive for an environment where our employees feel welcomed, safe and empowered. We value YOU and believe that your authentic voice and unique perspective allows us to create a more rewarding culture, and experience, together. Our simple recipe for success? We hire talented people (thinkers, doers, dreamers, makers), challenge them and give them every opportunity to grow.

What You’ll Do

• Deliver comprehensive administrative assistance to a senior executive, enabling them to concentrate on strategic priorities and high-impact responsibilities.
• Oversee complex calendar management, optimizing and coordinating the executive’s schedule. This includes organizing meetings, prioritizing engagements, and preventing any schedule conflicts.
• Communicate with clients, partners, and other stakeholders in a poised and professional manner. This requires a high level of professionalism, tact, and discretion, as well as the ability to handle sensitive information and maintain a positive image for the executive and the organization.
• Design and prepare materials as needed for meetings, presentations, etc. in advance to ensure the executive is prepared with proper context. Materials should be accurate, relevant, and delivered in a timely manner.
• Prepare and/or proof emails when required. Communication should be clear, professional, and free of errors, maintaining a high standard of quality.
• Manage travel arrangements, submit travel and other business-related expenses for reimbursement (e.g. booking flights, hotels, and transportation for business trips, as well as handling any logistical details related to travel).
• Responsible for planning and organizing agency-wide initiatives, handling logistics and timelines to ensure all aspects of the event/meeting are executed smoothly and effectively.
• Organize client and new business events, will manage room bookings and arrangements, and coordinate with vendors when applicable.
• Maintain a positive work environment for employees as a team player, contributing to a collaborative and supportive work culture.
• Build relationships with Executive Assistants throughout the organization as well as the broader teams within HR, Finance, and Legal.
• Serve as the primary liaison between executives, employees, clients and other external partners.
• Perform ad-hoc general administrative/project management duties as assigned.

Who You Are

• Able to work autonomously while effectively anticipating executive needs, enabling proactive decision-making and seamless support.
• Highly organized and detail-oriented, adept at maintaining focus and accuracy in high-pressure situations.
• Proficient in developing a systematic approach to efficiently manage and organize multiple projects and tasks simultaneously.
• Able to handle confidential information with a high level of professionalism and discretion.
• Someone with strong interpersonal skills, able to communicate effectively with all levels across an organization.
• Someone who thrives in a dynamic, fast-paced, deadline-driven media environment.
• A storyteller that can create a presentation from conception through completion.
• A strong writer/editor of internal and external correspondence.

Preferred Skills & Experience

• BA/BS and 8-10+ years of executive assistant experience for a senior-level executive.
• Expert with Microsoft Office suite.
• Knowledge of virtual meeting programs (Microsoft Teams, Zoom, etc.).
• Certificates, Licenses and Registrations N/A.
• Physical Activity and Work Environment N/A.

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Salary Range: $1,538.46 to $2,307.69 a week. A successful applicant’s actual weekly or hourly rate may vary based upon, but not limited to, skill sets, experience and training, licensure/certifications, and equity.

Base Pay The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Horizon Media is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.

Want to know what makes Horizon a great place to work? At Horizon, business is personal - and that means connecting with what matters. Horizon is powered by one of the industry’s most celebrated and inclusive workplace cultures. We believe in the talent of our people and the power of personal, with our passion and commitment to excellence driving our success.

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