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Full-Time

Executive Assistant

Posted on 9/16/2024

IPG DXTRA

IPG DXTRA

51-200 employees

Diverse communications network solutions provider

Consulting

Compensation Overview

$45k - $50kAnnually

Entry, Junior

New York, NY, USA

Hybrid work model.

Category
Executive Support
Administrative & Executive Assistance
Administrative Support
Required Skills
Communications
Marketing
Customer Service
PowerPoint/Keynote/Slides
Requirements
  • Bachelor’s degree preferred
  • 1+ year of experience successfully in an administrative capacity within a business, marketing, advertising or fast paced environment preferred
  • Strong judgment and decision-making skills, with a proven ability to resolve conflicts and manage scheduling challenges effectively.
  • Determined, proactive, and skilled in handling logistics with efficiency and precision.
  • Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
  • Must be customer service oriented, dependable, self-motivated, enthusiastic, resourceful, and excited and motivated by working in a fast-paced, fun environment
  • Demonstrates excellent time management and organizational skills, capable of managing multiple tasks with high attention to detail and minimal supervision.
  • Positive attitude and strong personality that contributes to a collaborative, enjoyable workplace culture.
  • Ability to work independently as well as part of a team, always ensuring internal customers' needs are met efficiently.
Responsibilities
  • Managing the calendar, scheduling and travel for both the Chief Client Officer, Executive Vice President, and Senior Vice President, which includes both video and in-person meetings, conference calls, and handling meeting conflicts and prioritization issues often across multiple time zones.
  • Arranging all aspects of travel, keeping executive’s travel profile up-to-date, managing approvals for any travel, arranging flights, hotels, rental car and car service, currency exchange using agency and online services, preparing all itineraries and coordinate events and dining.
  • Handling expense for senior leaders of AMEX Business Leadership department, including the creation, submission, and tracking of expense reports in a timely manner using Concur.
  • Knowing both executive’s whereabouts at all times and manage both executive’s time, keeping executives organized.
  • Understanding a who’s who of clients, colleagues and partners and their relative importance. Knowing who can be bumped and who needs an immediate response.
  • Telephone & email coverage: taking accurate messages, handling urgent/confidential messages with appropriate judgment.
  • Inputting timesheets into Fiori, Momentum’s timekeeping system, on a timely basis.
  • Client interaction with high-level Executives: acting as liaison with clients and their assistants.
  • Assisting with presentations – creating, editing, compiling, copy, etc.
  • Coordinating content and projects as assigned
  • Monitor complex calendars, anticipate meeting preparation (booking conference rooms, sending out meeting agendas, etc.), conflicting schedules and needs of executives involved and prepping Executives for meetings
  • Proofing important communications, including marketing and new business materials, as needed
  • Assisting with events and projects associated with executives on an as-needed basis
  • Coordinating all related conference rooms including any catering, audio/video conference set up
  • Coordinating client outings, dinner, meetings, etc.
  • Navigating Agency’s resources: interfacing with various departments on behalf of executive to collect information, respond to requests, etc.
  • Handle confidential and non-routine information with high level of discretion
  • Supporting Momentum’s Values
  • All other duties as assigned

IPG DXTRA is renowned for providing creative and meaningful communications solutions that address complex challenges across various sectors. This focus on dynamic and adaptive strategies makes it an ideal environment for professionals who thrive in innovative and thoughtful workspaces. The company's commitment to a diverse communications network not only ensures a broad and inclusive workplace culture, but also positions it as a leader in effectively handling multi-faceted communication needs.

Company Stage

N/A

Total Funding

N/A

Headquarters

New York, New York

Founded

2006

Growth & Insights
Headcount

6 month growth

1%

1 year growth

-13%

2 year growth

-31%
INACTIVE