Executive Administrative Partner

We are seeking an experienced and well-organized Executive Office Administrator.  Someone who anticipates needs, solves problems, and develops strong relationships built on trust and credibility.  As the Director of Administrative Services & Operations, you will play a critical role in providing direct administrative and operational support to senior executives, ensuring the efficient and effective operation of our offices across North America, and managing a team of administrative and facilities professionals across our 6 locations. This role is an in-person position in our New York City office and may also require travel to our offices in Baltimore, Detroit, Los Angeles, Minneapolis, and Toronto. 

Responsibilities

Administrative Services

• Provide comprehensive support to senior executives, including managing calendars, coordinating meetings, making travel arrangements, preparing agendas, and assisting with special projects.
• Act as the gatekeeper for senior executives  and exercise good judgement when scheduling meetings
• Schedule and arrange meetings and conference calls with both internal contacts and external partners and clients
• Submit and reconcile expense reports for senior executives, focusing on timeliness and accuracy
• Coordinate logistics for both on-site and off-site meetings, such as developing itineraries and agendas, booking travel, arranging lodging and meeting accommodations, catering, travel, etc.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature and determines appropriate course of action, referral, or response.
• Processes expense reports and oversees corporate credit card reconciliation.
• Assist key guests within and outside Assembly when visiting our offices
• Assist with travel for senior level new hires/candidates, as needed

Facilities & Operations

• Oversee office operations and facilities management for all offices in North America
• Day-to-day supervision of Assembly’s NY office ensuring cleanliness, planning, set-up and clean up for parties and office events, stocking of snacks, beverages and mail and package distribution, etc.
• Serve as liaison between Assembly and Stagwell Central Services (IT, facilities, travel, etc.)
• Lead a dispersed team of office administrative professionals guiding them through the management of day-to-day operations and how to problem solve on-the-go.
• Oversee physical security for all company offices, including the provisioning and terminating of access cards to all employees and contractors.
• Draft communications (policies, emails, etc.) related to facilities/office services
• Manage office moves
• Maintain seating charts
• Train employees on Robin, Assembly’s conference room booking system
• Participate in the planning, build out and reconfiguration of all company office space which may require travel.
• Manage office services budget and approve all expenditures charged to the budget
• Responsible for purchasing of office supplies and furniture, and repair and maintenance of furniture.
• Manage all facilities’ vendors.
• Partner with the People Team and IT to ensure all new employees are set up in a workspace on their first day.
• Oversee catering for departmental lunches & non-executive meetings, office snacks and beverages.
• Serve as primary contact for building management.at World Trade Center and back-up contact at all other locations
• Manage ad hoc projects as needed

Requirements

• 7+ years of experience in an executive administrative role; overseeing office services and providing administrative support to senior executives at a mid-sized, multi-location company.
• 3+ years of experience managing a team
• Proven track record of successfully supporting executives
• High level of integrity, professionalism and judgment and the ability to handle sensitive information with discretion.
• Exceptional communication, presentation, and interpersonal skills.
• Demonstrated problem solver and solutions focused approach
• Self-starter, positive outlook and can-do attitude
• Flexibility: ability to be nimble and pivot where necessary, based on changing needs/priorities of senior executives
• Superior organizational skills and attention to detail
• Ability to multi-task and prioritize deadlines/deliverables
• Experience with budget management
• Experience with planning and executing company events
• Ability to keep composure in potentially stressful situations
• Experience supervising remote administrative and office services/facilities staff
• Proficiency in MS Office, including