Executive Assistant & Office Manager

What makes this role important at Ipsos?

The Executive Assistant/Office Manager (EA/OM) supports executive leaders of Ipsos North America. Strong candidates will have a proven record of accomplishment of success supporting executives in a fast-paced environment. Candidates will need to maintain the utmost confidentiality, providing business operational support with a sense of urgency and delivering on complex details with accuracy in a timely manner. The successful candidate will diligently work to assist executives in driving our global research business and juggle multiple senior project priorities.

What you can expect to be doing:

• Provide administrative support to multiple senior executives, with high professionalism and positively reflecting on the Ipsos North America organization.
• Manage, organize, and sustain complex contact records, calendar(s), and events (e.g., offsite meetings, group private dining events, team building, department meetings, social events, etc.).
• Prepare agendas, reports, special projects, presentations and other documents in Word, Excel, PowerPoint in support of the executives.
• Draft and prepare correspondence for internal announcements, client meetings, leadership team meetings, and/or organizations that the executives are involved with.
• Arrange travel (domestic & international) and prepare complex travel itineraries for executives. Travel arrangements may include flights, hotels, ground transportation, passport renewal, global entry, Visa applications/international entry documentation, etc.
• Prepare and submit expense reports promptly. Reconcile to ensure reimbursements are appropriately completed and in accordance with travel policies.
• Process invoices for payment, review expense reports of direct reports and aid in preparation of quarterly and annual budget reviews, along with other financial presentations.
• Maintain strong vendor relationships, work closely with other EA/OM’s to support one another and communicate business needs in a professional and friendly manner
• Interface with internal stakeholders, external clients and contacts about meetings and administrative initiatives.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours as needed.
• Optimize executives' time by proactively gathering, reviewing, and analyzing information. Summarize key insights and provide recommendations for action as needed.
• Work closely with IT to resolve technology and security issues.
• Maintain documents and records in appropriate, retrievable files.
• Coordinate project planning activities and facilitate meetings to help ensure the team delivers against its commitments with the highest quality deliverables in a timely fashion.
• Collaborate with executives, their direct reports and other Admin team members to track key performance metrics and assist with budget files.
• Assess existing processes and identify opportunities for improvement.
• Document and distribute project and activity status regularly.
• Oversee all office operations, equipment, maintenance, service contracts and systems.
• Maintain inventory of office supplies and equipment
• Work closely with building management on all facilities related issues, maintenance, and improvements.
• Work closely with HR, IT, and managers to coordinate onboarding and offboarding of employees.
• Prepare and maintain occupancy budget and all financial reports related, along with other BUs as assigned.
• Lead and actively participate in Social Committee meetings; proactively coordinates office events, social activities, and charitable giving initiatives.
• Work closely with the Office Leader to implement change and build/maintain office morale through various efforts.

This might be the job for you if you have:

• Completed bachelor’s degree level of education or equivalent work experience.
• Minimum 4 years executive administrative management experience, preferably with office management experience.
• Ideal candidate will reside in the Chicago, IL, Norwalk, CT, Washington DC or Seattle, WA area.
• Manage sensitive matters with an elevated level of confidentiality and discretion knowing decisions will directly impact the North American and global operations of the company.
• Solid organizational skills including ability to prioritize and coordinate multiple tasks, excellent attention to details.
• Expertise in Microsoft Office applications, specifically Outlook, MS Teams, SharePoint, Word, Excel (advanced preferred, intermediate required), and PowerPoint (Intermediate).
• Excellent verbal and written communication and time management skills; proven ability to meet and drive deadlines.