Executive Assistant

WHO WE ARE

Crossmedia is the global media independent. We’re committed to doing media and business the right way, guided by the principles of TRUST, REASON and the pursuit of HAPPINESS. Crossmedia US was founded in NY in 2000 and is one of the largest minority-owned full-service media planning & buying agencies in the nation. We are 500+ Crossmedians worldwide with big ambitions to continue to grow with soul. 

We focus on what media agencies should do: create innovative connections between brands and people regardless of channel or budget. And we do it in an honest way. We are and always have been a values-based organization. We earn our clients TRUST by ensuring media transparency in our business model and objectivity in decision-making. We apply REASON & logic to finding solutions to our clients' greatest business challenges. The pursuit of HAPPINESS matters to us. Big time. We invest in each colleagues’ professional & personal wellbeing and growth. It’s why we have countless initiatives, clubs & cultural events dedicated to our people and why we have been the top ranked media agency named to Ad Age’s Best Places to Work for the past seven years in a row.  

We have offices in the US in New York and Philadelphia, with employees across 25+ states, as well as in London, Toronto, and Germany.  Our client roster includes U.S. Bank, Invesco, Newell Brands, NASCAR, Planet Fitness, American Cancer Society, Ricola, Herschend Family Entertainment, Edible Arrangement and more.

YOUR ROLE

We’re hiring an Executive Assistant to support select members of our Executive Leadership Team (ELT). The role covers administrative functions as well as on-site meeting & event support in collaboration with our Operations team. This position is based in the NY office. While we offer a hybrid work setting, due to the nature of the role, there is an expectation of in-office presence most of the time (4 days a week) and when needed for executive or event support.

The Executive Assistant ensures our executives maintain the strategic mindset vital to a growing agency. The ideal candidate has the organizational talents to keep calendars aligned, travel smooth, minutiae handled and the right information prioritized so that our leaders can focus on the broader agency vision.

RESPONSIBILITIES

• Enhance the efficiency & focus of assigned ELT member(s) to ensure that agency goals are accomplished, and the company operates in a manner true to our values (or as we say - Scale with Soul)
• Proactively manage complex schedules & coordinate meetings across domestic & international time zones and internal & external parties
• Manage travel arrangements including transportation, lodging and any related advance coordination (e.g. local information detail, itineraries, etc.)
• Manage executive communications including filtering & prioritizing incoming information & requests, drafting client & vendor correspondence, contact management and liaising with various internal executives & group leaders as needed
• Assist with executive meetings including booking conference rooms, food & beverage, IT & other appropriate resources
• Handle executive documentation needs (e.g. expenses, timesheets, internal processes) and ensure timely submission & compliance
• Monitor executive communications as needed during off-hours, including occasional weekend check-ins, to ensure urgent matters are addressed in a timely manner 
• Maintain professionalism and strict confidentiality with all materials & conversations
• Support on-site/off-site agency meetings & events in collaboration with the XM Operations team
• Ad hoc projects & requests as appropriate

REQUIREMENTS

• Four or more years of experience in an administrative role reporting directly to upper management
• Resourceful, proactive and can problem-solve quickly
• Extremely organized, detail-oriented and able to anticipate executive needs
• Advanced time-management skills, able to multi-task and coordinate multiple concurrent projects
• Collaborative and team-oriented
• Excellent written and verbal communication skills
• Savvy with computer skills including Microsoft Word, PowerPoint, Excel, Outlook and experience with Smartsheet is a plus
• AI experience and capabilities --
  • Use AI tools to strea