Executive Assistant / Office Manager

About the Role

We are seeking a highly capable Executive Assistant / Office Manager to join our dynamic Creative Marketing team at ELEMIS in New York, NY. This role is ideal for an individual who thrives in a fast-paced, evolving industry and is eager to contribute to a growing company. You will provide comprehensive administrative support to the President for North America, ensuring efficient operations and supporting strategic objectives. Additionally, you will manage the daily functions of the office, fostering a productive and positive work environment.

Key Responsibilities

• Provide extensive administrative support to the President, including managing complex calendars across multiple time zones, coordinating meetings, and preparing necessary documentation.
• Handle all forms of communication on behalf of the President, screening emails and calls with appropriate urgency.
• Prepare the President for all internal and external meetings by gathering relevant background information.
• Attend key meetings, track action items, and ensure timely completion of deliverables by following up with attendees.
• Organize and coordinate meetings, which includes preparing agendas, presentations, taking minutes, arranging refreshments, and managing travel and accommodation.
• Book domestic and international travel, including flights, hotels, and local transportation.
• Process expense reports in accordance with company policies.
• Organize company events, such as team meetings, as needed.
• Proactively identify and implement improvements to existing administrative procedures and protocols.
• Oversee general office administration, including managing office equipment, supplies, and facilities to maintain a functional workspace.
• Act as the primary point of contact for suppliers and service providers, ensuring all contracts and services are current.
• Liaise with building management to address any facility-related matters.

Skills, Knowledge, and Expertise

• Demonstrated experience as an Executive Assistant supporting senior leadership.
• Exceptional administrative, organizational, and diary management capabilities, with a proven ability to multitask and prioritize effectively in a dynamic environment.
• Capacity to work independently, demonstrating initiative, resourcefulness, and flexibility.
• Excellent written and verbal communication and presentation skills.
• Ability to maintain a positive attitude and perform effectively under pressure in a creative setting.
• Strong problem-solving and decision-making abilities.
• Solid business and commercial understanding.
• Proficiency with expense management systems.
• Advanced computer skills in Microsoft Word, Excel, Outlook, PowerPoint, and Concur.
• Experience working with different time zones.

Additional Information

This role offers a hybrid working model, with Mondays and Fridays designated for remote work and Tuesdays, Wednesdays, and Thursdays in the Manhattan office. Some benefit eligibility may depend on length of service or contract type.