Basic Information

Location
NY NY 622 3rd
Posted Date
14-Jun-2022
Department
Administrative Services
Agency
Area 23
Job Number
30703
Job Type
Freelance

Job Description

JOB SUMMARY

Comments
The FCB Executive Assistant provides administrative support to a FCB executive team. The EA is the logistics manager, the answer supplier, and the go-to person who knows how to get things done and gets them done. A person who knows the importance of flawlessly executed meetings, trouble-free business travel and exceptional client service, and wants the responsibility for making it all happen. The one who believes that stepping above expectations is an expectation.

ESSENTIAL FUNCTIONS

 
Administrative
Answers telephone calls and receives messages, coordinates travel, expenses, calendar management, meeting coordination and room set up. Perform other administrative tasks as required.

JOB DUTIES & RESPONSIBILITIES

Comments
• Provide all administrative support (E-mails, memos, filing) for the Executive’s office function.

• Maintains calendar; schedule appointments, coordinate meetings for upper management.

• Responsible for travel, lodging and transportation reservations.

• Submits expense reports in a timely fashion.

• Heavy telephone, responds to messages and takes accurate messages for Executive; ability to handle cold calls.

• Enters guests/clients into security system.

• Meets/greets guests at reception and escorts them to office.

• Order office supplies.

• Coordinates all facets of meeting planning from scheduling, catering, registering visitors, setting up meeting room, taking down meeting room, etc.

• Maintains effective follow-up system for manager.

• Maintains PTO schedule for managers’ direct reports.

• Assists with special projects (which are likely extremely confidential and should be treated as such).



The Personality

• Client service-oriented.

• Follows and supports the policies and procedures of the Agency.

• Outstanding prioritizing and multi-tasking skills.

• Creative, resourceful problem solver.

• Highly organized and meticulous with details, including highly confidential information.

• Effective oral/written communication, mathematical and organizational skills.

• Team-oriented, yet self-motivated and productive working independently.

• Professional in every conceivable way.

• Sees themselves as a valued member of the team and contributes daily.

• Completes work with a strong sense of urgency, sees projects through from start to finish.

• Views “down time” as an opportunity to contribute further and take on more responsibility.

EDUCATION

DEGREE/DIPLOMA
AREA OF STUDY
REQUIRED/PREFERRED

LICENSES & CERTIFICATIONS

N/A

EXPERIENCE

MIN EXPERIENCE
AREA OF EXPERIENCE
REQUIRED/PREFERRED

Microsoft Office
Making Travel Arrangements
Managing Calendars

KNOWLEDGE & SKILLS

 
Microsoft Office
Proficiency in Microsoft Word, Excel, PowerPoint
 
Concur
Proficiency in Concur expense management system

COMPETENCIES

 
Communication
Is attentive and shows interest in the subject; Expresses ideas clearly and accurately
 
Collaboration
Ability to work effectively in a team environment to build and foster collaborative environment
 
Organization
Creates clear goals, identifies and finds the resources (e.g. time, people, materials) needed to achieve them, and schedules tasks so that work is completed on time

OTHER INFORMATION

Comments
N/A


For U.S. Job Seekers

It is the policy of IPG Health and any of its affiliates to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, ethnic origin, gender, gender identity, age, marital status, veteran status, sexual orientation, disability, or any other basis prohibited by applicable federal, state, or local law. EOE/AA/M/D/V/F.