Executive Assistant Job at Havas Group
On-site
The Executive Assistant demonstrates a high-level of diligence, proven organizational and time management skills, and the ability to meet tight deadlines while juggling multiple critical requests. You are an experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility, composure, and a level head. You understand business priorities, demonstrate the ability to proactively anticipate needs and will drive improvements to build capacity for the leadership team in a demanding environment.
This role requires the ability to complete complex tasks quickly and react with appropriate urgency to situations that require a quick turnaround and immediate action. A prominent level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives inside and outside of the company is critical.
Agency :
Havas Edge San Diego
Job Description Summary :
We are seeking a talented, organized, and motivated Executive Assistant to support and serve as a seamless extension to the Global Chief Executive Officer and Chief of Staff of the largest full-service performance marketing group in the world. This position reports directly to the Global CEO, with a portion of their time supporting the Chief of Staff on key initiatives and projects that impact the great organization and network.
The Executive Assistant demonstrates a high-level of diligence, proven organizational and time management skills, and the ability to meet tight deadlines while juggling multiple critical requests. You are an experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility, composure, and a level head. You understand business priorities, demonstrate the ability to proactively anticipate needs and will drive improvements to build capacity for the leadership team in a demanding environment.
This role requires the ability to complete complex tasks quickly and react with appropriate urgency to situations that require a quick turnaround and immediate action. A prominent level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives inside and outside of the company is critical.
Job Description :
WHAT YOU’LL DO
Executive Management & Administrative Support:
- Function as a "gatekeeper" by protecting the Global CEO’s time and providing a bridge for smooth communication between the Global CEO, executive leadership personnel and staff; requires rapid e-mailing and daily correspondence
- Maintain a high degree of credibility and discretion on all privileged, sensitive information and support the Executive Management on urgent matters related to the business
- Management of complex calendar and scheduling of the Global CEO and Chief of Staff to ensure both are using their time effectively and to the greatest impact
- Establish and maintain high-profile relationships with internal and external stakeholders by placing a high priority on communication and collaboration
- Ensure communication and transparency among key stakeholders across the network, specifically regarding meetings, projects, deliverables, and deadlines
- Stay current on potential acquisition targets, partners, competitors, hires, and clients to support Global CEO and EPN Network leadership teams
- Develop and maintain lasting relationships with key vendor partners, and assist Legal and Finance with vendor contract management when necessary
- Organize your day and time spent on tasks against the Global CEO and Chief of Staff’s schedule, arranging daily/weekly tasks from least to highest priority, all while remaining effective in supporting the executives
- Manage and approve invoices and expense report submission and reconciliation
- Partner with other Executive Assistants and office support for company related activities and events
- Support in day-to-day tasks such as getting refreshments, ordering/picking up lunch, organizing office, etc.
- Improve quality results by studying, evaluating, and re-designing daily processes, and implementing changes when necessary
- Become knowledgeable in our business and industry trends by participating in educational opportunities, reading professional publications, maintaining personal networks and participating in professional organizations
- Enhances executive's and corporation's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments
- Minimal domestic and international travel to be expected
Meeting Management & Planning:
- Coordinate and schedule conference calls with internal and external stakeholders across different regions, countries, and time zones
- Record and/or attend meeting discussions and provide minutes; circulate important decisions and work with assigned leaders to ensure appropriate follow-ups
- Meeting preparation:
- Create and prepare meeting agenda proposals and distribute out to attendees promptly
- Create and prepare PowerPoint presentation decks for internal and external stakeholder meetings when necessary
- Provide critical information to the Global CEO and Chief of Staff prior to meetings to ensure both are well-prepared and productive
- Maintain weekly network reporting for Executive Leadership meetings, ensuring that billings and pipelines are up to date and accurate
- Collect and document complaints from meetings and develop an appropriate course of action; report high-level problems to executives for immediate attention and resolution when necessary
- Organize and execute leadership activities in tandem with other Executives Assistant and personnel (off-site meetings, team-bonding activities, social events, etc.)
- Manage meet & greet of all relevant client visits in the Carlsbad office
Travel Logistics & Management:
Internal Travel:
- Manage international and domestic business travel requests for Global CEO and Chief of Staff
- Schedule and maintain all travel arrangements (air, car, hotel) and manage changes as needed; inclusive of day-to-day meetings, lunches, areas/locations to visit, etc.
- Coordinate across business units and key personnel to ensure all attendees are aligned with travel
- Critical thinking around travel planning; be proactive and resolve travel issues quickly when they arise
External Travel:
- Coordinate and manage personal travel for Global CEO and family
- Research and book excursions relative to the location and requests
- Maintain correspondence with travel group and vendors during the trip to ensure success
- Communicate with private jet partners when necessary; book travel dates, arrange catering, etc.
Project Management and Support:
- Actively participate in agency related initiatives through correspondence, organization, and planning for projects that Global CEO, Chief of Staff and EPN teams engage in
- Perform research and analysis on current and prospective clients that aid in new business opportunities, inclusive of company background, industry trends, competitive landscape, and other necessary data
- Maintain research and relevant information for reference purposes
- Support and complete projects and special assignments for the Chief of Staff:
- Establish project objectives and key priorities
- Manage timeline and deliverables, monitoring progress and providing status updates
- Collect research and relevant information for analysis
- Create and deliver presentations, spread sheet reports, data tables and write-ups to aid in project timeliness and completion
- Record project status meetings and provide minutes; circulate important decisions, and work with assigned leaders to ensure appropriate follow-up
WHO YOU ARE
Position Requirements:
- High school graduate or equivalent (GED)
- Minimum 5-6 years administrative experience supporting C-Suite level executives
- You have experience with both domestic and international travel arrangements
- You have good judgement, tact, and the ability to manage confidential information with the highest level of discretion and professionalism
- You have proven organizational skills and an impeccable eye for detail, with an ability to manage multiple tasks concurrently in a fast-paced, deadline-driven environment
- You have previous project management experience that can be impactful to improving our work processes to maximize efficiency
- You are flexible to address off-hours business needs when required
- You remain calm, organized, and resourceful when working under pressure
- You are a highly motivated, self-starter who can work effectively with minimal supervision
- You take direction quickly and prioritize needs of executives efficiently
- You demonstrate consistent written and verbal communication skills and can communicate effectively with individuals at all management levels
- You work well in a team environment and can build effective working relationships with both internal and external stakeholders
- You seek to understand and speak with intent
- You are proficient with Outlook, Word, Excel, PowerPoint
- You have proven experience in preparing client decks and presentations within PowerPoint
Preferred Education, Experience, and Skills:
- Associates degree or bachelor’s degree preferred
- Experience supporting executives within the advertising / marketing / media industry strongly desired but not required
- You are proficient in utilizing design tools (i.e., In-Design, Canva, etc.)
- You have prior experience conducting thorough research for key projects or business intiatives: information gathering, analyzing, and evaluating evidence, and drawing insightful conclusions
WHO WE ARE
The Edge Performance Network is the largest full-service Performance Marketing Group in the World and provides an international resource for clients who seek an integrated performance marketing approach at a global level. The Edge Performance Network is vertically integrated, offering clients experience and expertise in all aspects of performance marketing, from analytics to strategy, creative and production, media planning and buying across all channels, as well as industry’s best attribution and modeling capabilities.
With our expertise and performance marketing capabilities across a wide variety of mediums – linear and non-linear television, audio, digital, OOH, print and more – we can execute high-quality campaigns that deliver the target audience and business objectives effectively. The path to success is one we are experienced in traveling, and with the Edge Performance Network, our clients can be assured that their goals for where and how they grow are being met with efficiency and accountability.
Our network spans across various locations including Amsterdam, NL; Boston, MA; Carlsbad, CA; Dallas, TX; Leeds, UK; London, UK; Los Angeles, CA; Paris, FR; and Sydney, Australia.
Expected Salary Range: 75,000 - 95,000 annually.
Skills :
Contract Type :
Permanent
Here at Havas across the group we pride ourselves on being committed to offering equal opportunities to all potential employees and have zero tolerance for discrimination. We are an equal opportunity employer and welcome applicants irrespective of age, sex, race, ethnicity, disability and other factors that have no bearing on an individual’s ability to perform their job.
Due to high volume of applications, only eligible or matching candidates will be contacted by us.
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