Administrative Assistant

ABOUT US – MOMENTUM WORLDWIDE 
Momentum is an agency of doers. We make the industry’s most disruptive, entertaining, shareable, unforgettable experiences for our clients and their fans. We do it by bringing people closer to what they love, in original and unexpected ways. Whether it’s a physical activation, a virtual experience, or a piece of unique branded content, it’s all part of what we call the Total Brand Experience — ideas that solve business challenges, through best-in-class Consulting, Strategy, Analytics, Experience Design, and Production. 

We want you to help brands do amazing, unprecedented, wild things, creating experiences that people never forget.

WHAT CAN YOU EXPECT FROM MOMENTUM

At Momentum, we expect our employees to embody our values!
Our Core Values of Be One, Do Great Work, Have Fun, Give Back and Grow empower an environment where we challenge ourselves professionally and encourage each other personally.

At Momentum, we make our differences matter!
Who we are matters.  We choose to hire diverse voices from all walks of life.  We choose to make our culture one where everyone can be their authentic self and speak in their voice. We choose to give each other permission to get things wrong, so we can learn to make them right.  We choose to celebrate the bravery of our peers and we choose to be collectively responsible.

At Momentum, we make our actions matter!
Making it matter means always choosing the sustainable option. It means designing waste out from the start.  It means working with the right materials. Sourcing locally, innovating off-the-shelf solutions and reusing and repurposing. It means powering smarter. Traveling less. And only working with vendors who do the same. Make it matter means becoming the first experiential agency in the world to receive 2 ISO certifications.

At Momentum, we make our people matter!
We choose to make your workplace part of your wellbeing. We choose a hybrid work model. We choose no meeting Fridays. We choose to let ourselves take as much Time Well Taken (vacation) as we need. We choose education programs that help our people develop professionally and personally. We choose tuition reimbursement. We choose to match your 401K. We choose to make your financial wellbeing our priority. We choose to make our people’s lives matter.

WHAT ARE WE LOOKING FOR
We are looking for a rockstar Administrative Assistant who will play an integral role in the day-to-day operations of the Chief Client Officer and Senior Vice President you will support. You’ll be part of a driven and fast-paced team with lots of moving parts, so it is important that you can multitask and think quickly on your feet. The right candidate is organized and intuitive, but not afraid to ask questions and learn. Being a part of Momentum means you get to watch big ideas come to life, so we’re looking for someone who is excited to jump right in.

HERE’S WHAT YOU’LL DO (RESPONSIBILITIES)

• Managing the calendar, scheduling and travel for both the Chief Client Officer and Senior Vice President, which includes both video and in-person meetings, conference calls, and handling meeting conflicts and prioritization issues often across multiple time zones.
• Arranging all aspects of travel, keeping executive’s travel profile up-to-date, managing approvals for any travel, arranging flights, hotels, rental car and car service, currency exchange using agency and online services, preparing all itineraries and coordinate events and dining.
• Handling expense for senior leaders of AMEX Business Leadership department, including the creation, submission, and tracking of expense reports in a timely manner using Concur.
• Knowing both executive’s whereabouts at all times and manage both executive’s time, keeping executives organized.
• Understanding a who’s who of clients, colleagues and partners and their relative importance. Knowing who can be bumped and who needs an immediate response.
• Telephone & email coverage: taking accurate messages, handling urgent/confidential messages with appropriate judgment.
• Inputting timesheets into Fiori, Momentum’s timekeeping system, on a timely basis.
• Client interaction with high-level Executives: acting as liaison with clients and their assistants.
• Assisting with presentations – creating, editing, compiling, copy, etc.
• Coordinating content and projects as assigned
• Monitor complex calendars, anticipate meeting preparation (booking conference rooms, sending out meeting agendas, etc.), conflicting schedules and needs of executives involved and prepping Executives for meetings
• Proofing important communications, including