Executive Assistant to Chief Advertising Officer (CAO)

Job Description

The Executive Assistant to CAO is a role that embodies professionalism, discretion, confidentiality, and collaboration. It's a highly responsible-and highly rewarding-role; one that demands a mastery of time management, strong organizational skills, excellent interpersonal skills, and deep attention to detail. Working alongside the CAO on developing client opportunities, identifying and prioritizing critical activities, organizing meetings and special events, supporting the CAO in improving team's effectiveness, and providing great client support are just a few of the duties essential to this role. This position can be based in our Washington, DC or NYC office.

Motivation:

• You understand how to support an executive at a large and complex organization.
• You enjoy working directly with clients and playing a role in developing new business opportunities.
• You anticipate needs, obstacles, and opportunities and develop solutions proactively.
• You genuinely enjoy providing exceptional service to a broad and diverse set of stakeholders.
• You are comfortable communicating with high level executives both internally and externally and partnering with executive assistants in other departments and at our client and agency partners.
• You create professional, fun, and memorable onsite events and experiences for employees and executives.
• You build and leverage relationships internally and externally to achieve results.

• Manage CAO's schedules by scheduling meetings, reminding about upcoming appointments or reschedules, and alerting about time-sensitive tasks.
• Provide general administrative support by arranging travel, submitting expenses for reimbursement, answering phones, organizing and maintaining confidential files, and maintaining office supply inventory.
• Prepare CAO's briefings for industry events and client meetings by gathering and synthesizing relevant information.
• Prioritize requests from internal and external stakeholders, clients and partners based on urgency, importance, and relevance to the CAO's priorities. Develop and implement a process to review the requests with the CAO.
• Help maintain strong relationships with clients and drive successful outcomes from client meetings by sending timely follow-up emails, summarizing key points discussed during the meeting, confirming action items or next steps, scheduling follow-up meetings or calls, preparing materials or reports for follow-up discussions and tracking progress on client follow-ups.
• Assist in drafting and disseminating important announcements, updates, and memos to team members. Manage the communication schedule for the executive and the team, ensuring that important deadlines, meetings, and events are scheduled and communicated in a timely manner.
• Organize events (small dinners with clients, internal dinners, team events and off-sites) by recommending a venue, coordinating with events vendors (catering, vendor booths, games, bands, etc.), and creating memorable experiences at employee events with thoughtfully curated prizes, vendor selections, and engagement.
• Lead cross-functional working groups across Client Solutions focused on planning moments for cultural connection and recognition.
• Assist in developing processes to track team progress against pre-determined KPIs by attending team meetings, facilitating the cascading of KPIs throughout the organization, and coordinating business review processes.
• Recommend skill-building activities (such as training programs, internal and external guest speakers, etc.) and ways to incorporate those skills in the day-to-day work of the team.

• At least 7 years of experience supporting a sales or business development executive; experience in the advertising or media industry a plus.
• 2+ years of experience in operations, project management, process improvements, etc.
• Strong consulting and project management skills.
• Strong analytical and problem-solving skills.
• Proven track record of interacting with external clients and partners.
• Excellent verbal and written communication skills.
• Excellent planning, organizational and customer service skills.
• Ability to multitask and prioritize workload with minimal supervision.
• Outstanding interpersonal skills and attention to detail.
• Expertise with Microsoft Office, Google Suite, Dropbox, and other products and ability to quickly learn new software tools and systems.
• Ability to interact effectively at all internal/external levels.
• Ability to maintain confidentiality of sensitive business and staff matters.
• Ability to work fast and well under pressure.
• Professional maturity.

• Competitive medical, dental and vision coverage
• Company-paid pension and 401(k) match
• Three weeks of vacation and up to three weeks of paid sick leave
• Nine paid holidays and two personal days
• 20 weeks paid parental leave for any new parent
• Robust mental health resources
• Backup care and caregiver concierge services
• Gender affirming services
• Pet insurance
• Free Post digital subscription
• Leadership and career development programs