Executive Assistant

Company Description

This is a hybrid role, requiring three days in-office each week. If you are contacted for an interview, your recruiter will discuss specifics with you, inclusive of any necessary reasonable accommodations.

About Spark Foundry:

Spark Foundry is a global media agency that exists to bring HEAT – Higher Engagement, Affinity, and Transactions – to brands. By combining flawless media fundamentals with aggressive innovation, Spark inspires consumers to pay more attention, to care more about our clients’ brands, and to buy more products and services from them.

Balancing the nimble spirit of a startup with the powerhouse soul of Publicis Media, Spark Foundry delivers the best of both worlds to a client roster that spans some of the world’s best and most beloved brands and companies. We combine boutique-caliber insights and service with the buying clout and first-look access of a global leader, bringing the heat to challenger brands that want to act like giants, and to giant brands that want to act like challengers.

With a bottom-up culture that celebrates diversity and aims for all voices to be heard, Spark has become a magnet for the industry’s best talent, with one of the best retention rates in the industry. And by applying a whole-person approach to professional and personal development, Spark develops a workforce that is well prepared for today’s challenges, and also poised to create meaningful careers in the years to come. 

Because we know that heat arises the intersection of complementary forces, our professionals come from myriad disciplines and backgrounds: data, analytics, and insights, content and creative production, communications and strategy, finance and marketing, and sociology, psychology, and other liberal arts disciplines.

Job Description

Overview: 

The Executive Assistant will handle a wide range of administrative support needs for the President.  He/she should exhibit professionalism, solid judgment, discretion, and excellent written and verbal communications. This person must be proactive in anticipating and prioritizing the business needs of the CEO and must possess superb time management skills, a productive approach toward work, and a strong sense of urgency. 
 

Role Objectives: 

• Manage and maintain calendar schedule; monitoring, updating, and prioritizing utilizing good judgment and strong decision-making skills 

• Manage travel arrangements including flights, hotels, and ground transportation 

• Expense reporting – T&E preparation and submission 

• Manage the planning/execution as well as securing sponsorships for all US company events including in-house activities, holiday celebrations, happy hours, etc. 

• Gain an understanding of overall direction of Performics business and help facilitate efforts to drive that direction forward  

• Willingness to engage in and coordinate cultural activities of the agency in partnership with management and executive teams 

• Schedule, coordinate, and confirm meetings to include: 

• Reserve conference rooms 

• Set up equipment 

• Place catering orders 

• Initiate conference calls when necessary 

• Develop, review, and edit regular and confidential correspondence, presentations, and reports 

• Attend regular executive management meetings to record notes, track minutes, and follow up actions 

• Demonstrate confidentiality when handling sensitive information and matters 

• Communicate with executive management team and others on behalf of CEO  

• Basic project management of executive initiatives 

• Coordinate special projects, including personal travel and requests as necessary 

• Manage and facilitate monthly company-wide town hall meetings including coordination with other offices to execute company-wide AV set up, track monthly town hall owners, aggregate content, and facilitate Q&A. 

• Approve travel, time off, and expenses for CEO’s direct reports 

Qualifications

• College degree or equivalent experience 

• 3-5+ years as an Administrative or Executive Assistant 

• Previous experience in dealing with confidential information and with senior management 

• Proficiency in Microsoft Office products - Outlook, Word, Excel, PowerPoint 

• Excellent verbal, written and interpersonal skills 

• Ability to multi-task and prioritize in a fast paced environment 

• Strong organizational, analytical and problem-solving skills 

• Ability to take initiative, work independently, and effectively under pressure producing accurate and consistent results