Executive Assistant

About the Company

Stagwell is committed to empowering visionary, driven, and creative leaders to deliver innovative solutions for some of the world's most ambitious clients. They take pride in maintaining a richly diverse workforce across various dimensions including age, race, ethnicity, gender, nationality, sexual orientation, ability, and background. Stagwell fosters an inclusive work environment where employees can be authentic, collaborating in state-of-the-art facilities designed to inspire innovation and creative advancement.

Position Overview

The Executive Assistant role supports both the CEO and the Chief Strategy Officer by providing high-level executive assistance, operational coordination, and administrative leadership. Responsibilities include managing complex priorities, facilitating clear communication, coordinating executive engagements, and anticipating leadership needs in a dynamic and fast-paced setting requiring sound judgment and high accountability.

Key Responsibilities

• Oversee daily operations of the executives' offices, coordinating schedules, meetings, and administrative tasks efficiently.
• Handle complex calendars, arranging meetings, travel, and events across multiple time zones.
• Arrange comprehensive travel logistics, including transportation, accommodations, local support, and detailed itineraries.
• Collaborate with the CEO's Chief of Staff, team members, and administrative personnel to ensure seamless operational alignment.
• Provide responsive executive support, including occasional after-hours and weekend assistance for urgent needs.
• Act as a dependable point of contact for internal teams and external stakeholders.
• Proactively anticipate executives' needs and resolve potential challenges.
• Maintain confidentiality of sensitive information with professionalism and discretion.
• Coordinate logistics for internal meetings, events, and leadership retreats, managing transportation, group lodging, catering, meeting needs, and event schedules.
• Prepare briefing materials, agendas, and follow-up communications for meetings and presentations.
• Monitor meeting outcomes and assist in ensuring prompt follow-up on action items.
• Work with various agency partners to synchronize assets and production requirements.
• Maintain organized files and reference documents for executive use.
• Assist with special projects, strategic efforts, and deadlines as assigned by executives.
• Screen and prioritize communication including emails and phone calls effectively.
• Handle expense reporting and reimbursements accurately and promptly.
• Manage the Miami office, sustaining an organized, efficient, and welcoming workplace.
• Develop and optimize administrative procedures and systems to streamline workflows.
• Oversee office vendors, supply procurement, and facilities management.

Success Metrics

• Well-managed executive calendar with prioritized scheduling and minimal conflicts.
• Accurate and timely coordination of travel and meeting logistics.
• Effective collaboration and communication with the CEO's Chief of Staff.

Qualifications

• Demonstrated capability to juggle multiple responsibilities in fast-paced, high-pressure situations.
• Exceptional organization and meticulous attention to detail.
• Strong event planning and coordination skills.
• High degree of discretion, professionalism, and emotional intelligence.
• Excellent written and verbal communication abilities.
• Proficient with Microsoft Office Suite, Google Workspace, and virtual meeting technologies.
• Bachelor's degree is preferred.

Compensation and Benefits

The expected base salary range is $80,000 to $100,000, determined by skills, experience, and location, respecting pay equity and salary transparency regulations. Benefits include medical, dental, and vision insurance, a generous paid time off plan, 401(k) retirement savings program, comprehensive family planning supports including paid parental leave, tuition reimbursement, and pre-tax commuter benefits. Availability of benefits and perks may vary by employment terms and location.