• Group Administrative Assistant

    Requisition ID
    # of Openings
    Job Locations
    US-NY-New York
    Administration/Office Support
  • Overview


    The Administrative Assistant provides a broad range of administrative support to the  BAV Team. Our executives travel extensively so travel and calendar management is a high priority. The Executives’ works in close partnership with leaders from Young & Rubicam and across our global network.  




    Major Responsibilities / Accountabilities:

    • Performs administrative tasks such as, but not limited to, answering the phone, checking messages, photo copying, preparing expense reports in concur, and ordering supplies for the entire team.
    • Manages Executive calendars including scheduling appointments and travel making multi-leg travel arrangements and expense reporting.
    • Provides support for meetings as requested, including reserving conference rooms and ensuring they are properly supplied, providing audio-visual set-up, and arranging for food and beverages.
    • Ensures Executives have any material needed for meetings and that it has been reviewed by them prior to meeting, and with relevant staff as necessary.
    • Develops good working relationships with clients, internal staff and job candidates.
    • Develops and prepares reports as assigned.
    • Recommends measures to improve work process methods, equipment performance, and quality of work product.
    • Ensures requests for help are handled effectively and within timeframe requested; some can be handled personally, others will need to be passed to a relevant person.
    • Alerts Executives to news on our clients/competitors; stays abreast of industry trends and news in order to understand the context of the work.


    Qualifications / Specific Skill Requirements

    • Competency with Microsoft Office Suite including Microsoft Word, Excel and PowerPoint. Familiarity with arranging webcasts and skype meetings a plus.
    • Strong familiarity with processing expense reports in Concur.
    • Strong word processing and database skills
    • Strong verbal and written communications skills
    • 3 plus years’ experience working in an Executive office required
    • Excellent organizational skills needed
    • Ability to maintain confidentiality and handle sensitive information
    • Ability to work flexible hours and outside normal business hours
    • Ability to work independently as well as cooperatively with a diverse group of staff and clients
    • Flexibility and the ability to stay calm under pressure. The ideal candidate will not get frustrated by continuously changing circumstances and deadlines





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