Executive Assistant

Overview

This role demands a strong sense of urgency and the ability to work independently on assignments with sound judgment. The right candidate will have a strong sense of ownership and bias for action, be customer-service/people oriented and the ability to meet tight deadlines. Having great organization skills and the ability to switch gears at a moment's notice will ensure success. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the agency is imperative.

Responsibilities

  • Report directly to the CCO; responsible for performing a number of administrative duties both Personal and Business related.
  • Organizing, prioritizing and appropriately handling time-sensitive, confidential information and ensuring action/attention required is addressed
  • Based on an understanding of the CCO's priorities and needs, proactively prepares information that will be needed for various meetings and purposes.
  • Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CCO's ability to effectively lead the company
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Provide complex travel arrangements and expense reports. Become familiar with the CEO's specific travel needs/agendas; create consistent travel itinerary portfolios for reference and be available during travel times to address last-minute details, changes, and revisions.
  • Stays knowledgeable of Agency's clients, and good rapport with DAVID employees.
  • Assists with various meetings, scheduling, handling logistics of meetings, preparing agenda, sending materials for review prior to the meetings; act as facilitator for discussions during meeting when called upon, prepares meeting notes and maintains action items list with follow up to ensure completion.
  • Attends meetings and provides follow-up information to senior management as required.
  • Supports CCO and leadership team with management of budget

Qualifications

  • Exudes a positive attitude and a team player mentality daily.
  • Expert skills in calendaring through Microsoft Outlook.
  • Proficiency with MS Office Suite, including Word, Excel, PowerPoint, and Outlook.
  • No matter what the task, ability to research, follow-up and find a solution or someone else who can.
  • Skill in gathering and reporting information and preparing presentations.
  • Willingness and ability to work effectively with members at all levels within the company.
  • Ability to exercise initiative, confidentiality, problem-solving, and decision-making.
  • Strong work ethic in doing what is takes to get the work done.
  • Excellent organizational and time management skills.
  • Excellent Communication, both oral and writing skills.
  • Minimal 3 years of previous experience as an EA for an executive in an agency environment

Meet Some of Ogilvy's Employees

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