As the Executive Assistant to the Head of Creative in the US, you are gatekeeper of her time and right-hand partner. You will deal with multiple time zones, taking you from London to San Diego (with many locations in-between- including, but not limited to, Philadelphia, New York and St Louis). You thrive under pressure, working with big personalities across the organization in a fast-paced environment, where no two days are the same.
This role requires an individual with strong people and office management skills. The ideal candidate will have excellent phone and in person demeanor, be a quick study, independent and thoughtful in their decision-making. A successful candidate will be a creative problem-solver and self-starter who is resilient in a fast-paced environment, and highly collaborative with exceptional organizational skills. As a self-starter you will innovate and problem solve. You’re flexible, calm and approachable, with a mature, smart can-do attitude. You are diplomatic and discreet. You love the creative industry and see the big picture, understanding the vision and barriers, then building creative, strategic solutions with the intention of scale. You always put the human experience first knowing that implementation is not the same as motivation.
The Executive Assistant will ensure the HOC is using their time effectively and to the greatest impact
Ø Providing personalized and administrative support in a well-organized and timely manner, while working from the home, on the road, or during travel.
Ø Calendar management for the HOC which includes but not limited to calendar management, complex scheduling of meetings/events (both in-person and virtual), appointments, travel, conference coordination; ensure meeting arrangements are completed accurately with all necessary details and materials.
Ø Anticipate assigned executive needs, preferences, schedule, and provide high-level administrative support.
Ø Monthly reconciliation for Executive team AMEX cards while meeting monthly deadlines for timesheet (hours) and personal expense reports.
Ø Identifying gaps in technology that are holding back the creative team, and locating tools and solutions that will help address them
Ø Assist with creative review processes
Ø Help support and integrate the different departments from legacy creative agencies in the US.
Ø Help draft and edit emails, presentations, reports, agendas, summaries and other business correspondence
Ø Attend creative leadership meetings, take notes, and keep track of next steps and follow up on tasks
Ø Respond to and write article requests in industry publications, supporting creative management for Fishawack Health based on thought leadership on behalf of the Head of Creative.
Ø Send reminders to staff on completing mandatory training, utilization gaps, etc.
Ø Interact regularly and build relationships with producers across various projects at Fishawack Health
Ø Uses knowledge of the function and executive's role to independently resolve issues, escalating and redirecting inquiries as appropriate
Ø Text HOC with reminders of meetings and events and occasionally track her down to extract her from one meeting in order to attend another, as required.
Ø Being a representative of the HOC, and always keeping this in mind for any communication exchange that is made
Ø Performs additional responsibilities and special projects as assigned
CORE COMPETENCIES FOR THIS POSITION
(The behaviors, skills and practices required to accomplish the objectives of this position and in the daily conduct of business.)
Is calm under pressure; does not become defensive or irritated when times are tough; is considered professional and supportive.
· Working with other people
Relates well to all kinds of people inside and outside the organization; builds rapport; builds constructive and effective relationships; uses diplomacy and tact.
· Written and Verbal Communications
Solid grasp of grammar, spelling and punctuation; able to write clearly and succinctly in a variety of communication settings and styles
· Organization skills
Can marshal resources (people, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful, intuitive manner; is detail orientated and has the ability to prioritize tasks
REQUIRED KNOWLEDGE, SKILLS, & ABILITIES
(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and ability required.)
Bachelor’s Degree or equivalent experience
-5+ years’ experience as a personal assistant, executive assistant or similar role
-Experience supporting C-level executives and senior leaders in a creative environment
-Experience working in a creative agency is preferable
-Self-motivated, professional and detail-oriented, with an enthusiastic desire to continuously learn, evolve and innovate
-Ability to maintain confidentiality
-Ability to work effectively within a team and independently
-Ability to handle confidential information with a high level of discretion, sensitivity and professionalism
-Proven ability to build strong and productive relationships
-Excellent MS Office skills (Outlook, Word, Excel, PowerPoint)