Executive Assistant​/Office Manager

Executive Assistant / Office Manager

Department: Creative Marketing

Employment Type: Permanent - Full Time

Location: Head Office, New York

We are looking for an exceptional Executive Assistant / Office Manager who is eager to work in a fast-paced and growing team, within a constantly evolving industry. As an Executive Assistant / Office Manager, you will provide comprehensive administrative support to the President for North America, including calendar management, travel arrangements, and meeting preparation to ensure things run efficiently and support the bigger picture goals.

A small portion of this role involves Office Management, where you will oversee the daily operations of the office, ensuring efficient administrative and organisational processes. You will play a vital role in coordinating visitor access, working with vendors, managing office resources and ensuring a productive and positive working environment for all employees.

The successful candidate will possess the ability to complete complex tasks quickly, respond with appropriate urgency to situations that require a quick turnaround, and take effective action when needed.

This role will require an individual with high level of organisation, flexibility, strong business acumen and superior attention to detail. The ideal candidate is confident, resourceful and a problem solver.

EA responsibilities to the President:

• Extensive diary and agenda management across multiple time zones.
• Time keeping/checking for all meetings ensuring they run to time.
• Screening and managing emails, calls and other communications on behalf of the President.
• Providing background information on all external and internal meetings, making sure the President is fully prepared for each meeting they attend.
• Attending key meetings, tracking, and helping drive completion of key deliverables, and following up on outstanding items with attendees.
• Co-ordinate and arrange meetings to include duties such as preparing agendas, presentation, minute taking where required, refreshments and arranging travel/accommodation.
• Booking travel including flights, hotels, taxis both nationally and internationally.
• Processing expenses in line with company policy.
• Organising events as and when required (e.g., team meetings).
• Continuously look at ways to improve and develop existing administration procedures and protocols.

Office Management

• Office administration, overseeing office equipment, stationary and facilities to ensure a well-functioning work environment
• Liaising with suppliers and service providers to ensure contracts and services are up to date.
• Liaising with building management.

• Previous EA experience supporting a senior leader
• Strong administrative, organisational and diary management skills with the ability to multi-task and prioritise an ever changing workload
• Ability to work autonomously demonstrating initiative and flexibility
• Strong communication and presentation skills, both written and verbal
• Enjoys working in a high-pressure creative environment, maintaining a positive outlook to work
• Problem solving and decision‑making skills
• Strong business and commercial acumen
• Experience with expense management systems
• Computer literate: advance standards in Microsoft Word/Excel/Outlook/PowerPoint/ Concur
• Experience of working in different time zones

• Paid Time Off
• 401(K) with 100% match on the first 5%
• Company Holidays
• Paid Parental Leave
• Generous ELEMIS product discount
• Supplemental & Basic Life Insurance
• Dental & Vision
• Commuter benefits…and more perks designed around wellbeing and balance
• Hybrid working:
  Monday and Friday Working From Home, and Tuesday, Wednesday and Thursday in office (Manhattan).

* Some benefit eligibility is based on length of service or contract type