Executive Assistant (IN)

VaynerMedia is a contemporary global creative and media agency with expertise in driving relevance for clients and delivering impactful business results. The independently-owned company was founded in 2009 by Gary Vaynerchuk, and has offices in New York, Los Angeles, Toronto, Mexico City, London, Amsterdam, Singapore, Kuala Lumpur, Bangkok, Tokyo, Sydney and India. VaynerMedia has been recognized for its work at the Cannes Lions, the Clio Awards and The Webby Awards. Some of VaynerMedia APAC clients include PepsiCo, SK-II, YouTube, Burger King, Under Armour, and more. 

Culture is our key and Empathy is how we build it. VaynerMedia’s APAC is strong with a world-class combination of diverse backgrounds collaborating to put forward innovative, creative and strategic solutions to the one advantage that stands the test of time --- PEOPLE.

Who are you?You’re a detail oriented, multitasker who handles even the most stressful situations with a smile. The busier things are, the better. Fifteen people are waiting for something and you have it all prioritized instantly without batting an eyelash. You’re helpful to the point that it’s almost super-human. Someone urgently needs a meeting room? On it. Last minute asset tracker? No sweat. Need to get a dongle for a last-minute client meeting? You’re already on your way. That’s what it means to work on the Operations team at VaynerMedia.

Key Responsibilities

Calendar and Schedule Management

• Coordinate and manage the executive’s professional and personal calendars, scheduling meetings, appointments, and events to optimize priorities.
• Anticipate and proactively resolve scheduling conflicts, ensuring seamless workflow

Travel and Logistics Coordination

• Arrange complex travel itineraries, including transportation, accommodations, and meals.
• Prepare detailed travel plans and, when required, accompany the executive on business trips for on-the-spot support

Communication and Information Management

• Serve as the primary point of contact for internal and external stakeholders, screening calls, emails, and visitors.
• Draft, edit, and manage correspondence, reports, presentations, and other documents with a high standard of professionalism and accuracy

Meeting Coordination and Support

• Organize and coordinate meetings: prepare agendas, distribute materials, take minutes, and track follow-up actions.
• Manage logistics and provide support before, during, and after meetings to ensure productivity

Gatekeeping and Stakeholder Management

• Act as a gatekeeper, managing access to the executive and prioritizing requests based on importance and urgency.
• Build and maintain relationships with key stakeholders to facilitate effective communication and collaboration

Confidentiality and Discretion

• Handle sensitive information and documents with the utmost confidentiality and professionalism, exercising sound judgment in all interactions

Administrative and Office Support

• Oversee day-to-day office administration, including managing supplies, maintaining filing systems, and supporting office staff as needed.
• Prepare expense reports, manage budgets, and perform basic bookkeeping tasks

Problem-Solving and Proactive Support

• Anticipate the needs of the executive, proactively addressing issues and providing solutions to ensure smooth operations.
• Adapt to changing circumstances and priorities, demonstrating flexibility and initiative

Event Planning and Coordination

• Organize internal and external events, team meetings, and company functions, handling logistics and ensuring successful execution

Qualifications & Skills

• Bachelor’s degree or equivalent experience in business administration or related field
• Minimum 2+ years’ experience supporting senior management as an Executive Assistant or in a similar administrative role
• Proficient in Google Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools; experience with remote collaboration tools is a plus
• Exceptional organizational, time management, and multitasking skills with the ability to prioritize effectively
• Excellent written and verbal communication skills; ability to draft professional correspondence and reports
• Demonstrated discretion in handling confidential information
• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels
• Proactive, resourceful, and able to work independently as well as part of a team
• Ability to remain calm under pressure and adapt to fast-changing environments

VaynerMedia is an Equal Opportunity Employer. This means that VaynerMedia provides equal employment opportunities to all staff members and job applicants without regard to gender, pregnancy, marital or civil partnership status, gender reassignment, race, disability, sexual orientation, religious belief, part time or fixed term employment, age or any other legally protected class.

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