Administrative Assistant

Company description

Bartle Bogle Hegarty (BBH) is a world-famous creative agency that makes jaw-dropping, thumb-stopping, eye-opening work for brands across the globe. Founded in London in 1982, we now have offices in New York, Los Angeles, Stockholm, Mumbai, Singapore, and Shanghai. Our first ad for Levi’s showed a black sheep travelling in the opposite direction to a flock of white ones. That’s where we got our logo and our guiding philosophy: when the world zigs, zag.

Why? Because it’s easy to zig, to go with the grain. It feels safe. It feels like the sensible thing to do. But the greater risk is failing to stand out. We believe in the power of difference to make a difference.

Our goal is a simple one: make the best work in the world. That’s where you come in. We need rebels, dreamers, thinkers, mathematicians, makers, artists, visionaries, doers, observers, the different and the unreasonable. We need Black Sheep. People who want to make the hearts flutter and minds do flips, who can change businesses and culture. People who want to make a difference, come here for something different.

The Administrative Assistant must be a diligent, strong communicator who thrives in a fast-paced environment & is a creative, collaborative, curious, & innovative thinker. This role requires a resourceful problem-solver & relationship builder, with a can-do attitude & a desire to learn & grow. In addition, being insanely organized, analytical, strategic, & possess strong business judgment & communication skills which are needed to interact with a variety of people & job functions.

High enthusiasm, creativity, & resourcefulness are crucial, as is a high level of professional integrity & confidentiality.

• Anticipate needs & provide high-level administrative support for 3-5 leaders
• Manage multiple multiple calendars & schedules, with high level of detail
• Coordinate internal & external meetings for executives & their teams
• Communicate with team members & external partners on behalf of the executives
• Handle logistics for meetings, including booking conference room space, organizing agendas, preparing materials, catering & ensuring availability of attendees
• Handle any & all travel arrangements ensuring tight schedules & well articulated agendas while adhering to company policy
• Interact regularly & build relationships across various teams
• Coordinate ongoing agency rhythm of business (e.g. team meetings & regular comms cadence)
• Perform non-administrative ad-hoc projects such as preparing reports, presentations,gathering insights, research, & information to inform decision making

• Ability to strategically multitask & prioritize projects
• Ability to be proactive & problem-solve in a fast-paced, dynamic environment
• Outgoing, friendly, personable, high energy, & approachable
• Strong time & project management skills
• Ability to adjust quickly & efficiently as meetings & schedules change
• Navigate complex matrixed organizations & enhance organizational communications
• Uphold a strict level of confidentiality
• Organize team professional events, socials, team on-sites, etc.

• Strong scheduling / coordination skills and comfortability with last-minute changes
• Thrive in a fast-paced, quickly changing environment with an optimistic approach
• Incredibly proactive and able to take initiative and work efficiently with little direction
• Proven logistical and organizational skills and abilities
• Ability to communicate effectively with people at all levels of management& handle confidential matters
• Excellent verbal & written communication skills

• 2+ years of administrative support experience
• AI Technology
  
  Qualifications:
  
  
  • Experience using AI-powered productivity tools such as…