Executive Assistant

Job Locations 3 weeks ago(2/1/2018 12:38 PM)
Requisition ID
2018-16685
Posted Date
Executive
Category
1545 NW Peachtree St

Overview

360i Atlanta is searching for an Executive Assistant who will provide one-on-one support to some of our most senior level executives. The Executive Assistant serves as primary point of contact for internal and external constituencies, serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be an action-oriented, problem solver who enjoys working within an entrepreneurial, fast-paced environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, excellent written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities

Support

  • Completes a broad variety of administrative tasks including managing extremely active calendars; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures executive schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to Executive time and office.
  • Actively manages contacts in Outlook, tracks VIP relations and correspondence; facilitates by familiarizing his/herself with various life events (birthdays, marriage, etc) and handles accordingly
  • Communicates directly, and on behalf of the Executive and Leadership Teams, agency staff, and others, on matters related to Executive initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Executives supported and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the Executives supported to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping key players updated.
  • Provides systematic and dependable follow-up, as well as a high level of organization and preparedness.
  • Manages a variety of special projects, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive’s ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures while maintaining composure.
  • Provide assistance during non-business hours in dealing with travel emergencies and flight changes.
  • Other duties as assigned.

Senior Management Liaison

  • Ensure that Executives supported are provided with briefing materials prior to critical internal/external meetings coordinating with other staff as needed.
  • Partners with others as needed to prepare for special meetings including logistics, catering, and IT requirements.
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings.
  • Facilitates cross-office/cross-department coordination of travel and outreach plans.
  • Attends Executive Team/Atlanta Leadership meetings; Takes notes, distributes past meeting minutes, agendas, and meeting materials.
  • Other duties as assigned.

Competencies

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Working Knowledge of Digital Advertising
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Exec and Leadership teams, and external Clients
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Qualifications

  • Bachelor's degree required or equivalent work experience
  • Experience supporting C-Level Executives preferred; Ad agency experience a plus
  • Experience and interest in internal and external communications
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms

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