Job description
Overview
Executive Assistant
Shift - 6:30 PM - 3:30 AM (IST)
About Role -
We have an exciting role of an Executive Assistant to support Omnicom agencies. This role will require to anticipate and solve problems before they occur, with tact and diplomacy. This role would be responsible to handle sensitive and confidential information.
Responsibilities
- Connect with other support staff to ensure executive calendars are planned, aligned, and free of conflicts, work with respective executive if there is any conflict.
- Ensure executive has time to complete necessary prep work for meetings, and assist in material development as needed
- Manage high volume travel arrangements (travel 2-3 days a week, multiple cities, several meetings per trip)
- Create role best practices like having a list of car services per city and stakeholder contacts
- Provide occasional travel support including but not limited to purchasing/changing airfare, hotel accommodations, and car service
- Set up conference calls and video conferences, reserve appropriate conference rooms, and order meals and beverages, as necessary
- Work with executive to ensure pressing tasks are handled in a timely manner, and assist where possible
- Follow up with executive on a regular basis to evaluate status of to-do list and add new items
- Submit executive's expenses in a timely manner
- Book domestic and international travel for executive
- Provide travel guidance and planning assistance for flights, hotels, and cars
- Work on projects of interest (i.e., DiversTeam, Culture Club, etc.) or projects that are beneficial to the company, as assigned by executive
- Dealing with ambiguity, interpersonal skills, and results-driven preferred
Qualifications
- Masters/Bachelor's degree with at least 4 years of administrative experience at the mid to senior management level.
- Excellent interpersonal communication (verbal and written) skills, with the ability to effectively work with employees and external clients at all levels
- The ability to multitask while maintaining a high level of organizational skills
- Excellent follow-up and follow-through skills
- Must be able to handle sensitive and confidential information with a high degree of discretion
- Advanced knowledge of Microsoft Office suite
- Knowledge of the various video conferencing platforms (i.e., Zoom, Webex, Teams, etc)
