Executive Assistant

Job Description

Saatchi LA has an exciting opportunity for you to join our agency as an Executive Assistant. A successful candidate for this position will understand that their first responsibility is to do everything they can to provide support to our CEO. Strategic thinking and attention to detail are top priorities, and flawless execution is essential. This person will represent key Leadership daily, and must maintain the discretion, professionalism, and competence that the role requires at all times.

Administrative Support

• Manage and prioritize the CEO’s calendar.
• Schedule meetings, appointments, and travel arrangements.
• Handle correspondence, internal/external emails, and meeting invites.
• Collaborate with other Executive Assistants for internal and client meetings.
• Organize and maintain digital documents.
• Handle all expense reports, car logs, and timesheets.
• Manage the department budget, purchase orders, and invoices.
• Maintain the corporate apartment, monthly rent, and utilities.

Project Management

• Support the CEO in all daily responsibilities and understand main priorities.
• Assist in planning and execution on special projects.
• Track progress on multiple projects, ensuring deadlines are met and deliverables are achieved.

Communication & Coordination

• Guide communication between the CEO and other executives, employees, clients, and partners.
• Coordinate and facilitate meetings, including preparing agendas, taking meeting notes, and following up on action items.
• Ensure clear and consistent communication across the organization.

Travel and Event Planning

• Arrange domestic and international travel, itineraries, including flights, accommodations, dining reservations, and ground transportation.
• Plan and coordinate client meetings, offsite events, and conferences.

Qualifications

• 5+ years of administrative experience in a fast-paced environment, 3+ of those years supporting at the CEO level.
• Excellent organization, problem-solving, time-management and prioritization skills.
• Outstanding written and verbal communication, as well as listening skills.
• Team-player attitude; work well under pressure and be adaptable in the face of changing priorities.
• Experienced with Outlook, Teams, PowerPoint, Google Suite, Altair, Concur, and Adobe
• High degree of discretion and integrity, when taking care of confidential information.
• Strong attention to detail.