Logo of Huzzle

Administrative Assistant

image

IPG DXTRA

9d ago

  • Job
    Full-time
    Junior (1-2 years)
  • People, HR & Administration
  • $55K - $70K
  • New York City
  • Quick Apply

AI generated summary

  • You must have a BA/BS degree, 1-2 years admin experience, in-office availability, proficiency in MS Office, attention to detail, multitasking skills, ability to problem-solve in fast-paced environments, strong communication skills, and experience in meeting coordination and event planning.
  • You will provide crucial logistical and administrative support for meetings, presentations, office activities, team documents, and senior executives. Maintain office culture, manage systems, and handle confidential information with discretion.

Requirements

  • BA or BS degree
  • At least 1-2 years of professional administrative experience in a fast paced, professional environment
  • Available to be in office 3 days a week minimum
  • Proficient in MS Office (Word and Excel) with strong PowerPoint skills and experience editing presentations
  • Extreme attention to detail, ability to multi-task and juggle priorities
  • Smart, self-starter, resourceful and ready to jump in
  • Solution-oriented in a fast paced environment
  • Excellent communications skills
  • Experience in meeting coordination and event planning
  • Experience working on multiple projects
  • Client service experience a plus

Responsibilities

  • Oversee logistics and provide critical support for internal and external meetings (scheduling, material prep, key stakeholder coordination, etc.)
  • On-site coordination requirements will increase as in-person and in-office meetings and events continue to return
  • Presentation coordination and assembly with speakers and contributors is important, so familiarity and a high level of comfort with Microsoft Office (especially PowerPoint) is crucial
  • Galvanize and reinforce office culture through the management of recognition and celebratory events (birthdays, anniversaries, etc.) as well as other office activities such as office holiday party
  • Update and oversee management of essential team documents, including new business, new hire and marketing materials
  • Support senior team in keeping appropriate agency systems updated (e.g. client and team listservs, etc.)
  • Partner with Finance, HR and IT on new hires and orientation, tech needs across the office, POs and vendor coordination, etc.
  • Provide administrative support for the Executive Vice President and Practice Lead and the Executive Vice President and North America Media Relations Lead, including:
  • Scheduling and coordinating travel arrangements;
  • Time and expense reporting;
  • Calendar and appointment management (navigating both internal teams as well as interfacing with clients and prospects);
  • Office expenses, including supplies and subscriptions;
  • Some general administrative and telephone support and management of contacts; and
  • Special projects as assigned
  • Ability to have discretion with confidential information

FAQs

What qualities are important for an Administrative Assistant in New York City?

The ideal candidate should be proactive, resourceful, highly organized, diligent, detail-oriented, efficient, and able to take initiative. They should thrive in a fast-paced environment and have meticulous attention to detail.

What are the responsibilities of an Administrative Assistant in the healthcare team in New York City?

The Administrative Assistant will support the healthcare team with day-to-day administrative and operational duties. This may include scheduling appointments, managing calendars, preparing reports, coordinating meetings, and handling correspondence.

How important is it for an Administrative Assistant to be able to juggle multiple responsibilities?

It is crucial for the Administrative Assistant to be able to juggle multiple responsibilities due to the high-intensity and fast-paced nature of the work. Being able to prioritize tasks and stay organized is essential for success in this role.

Telecommunications
Industry
1001-5000
Employees

Mission & Purpose

IPG DXTRA is the world’s most diverse communications network. We bring experts in PR, branding, digital, experiential, influencer and entertainment together to deliver creative, meaningful and stand-out answers.