Executive Assistant
Rise Interactive (http://www.riseinteractive.com), a rapidly growing full-service interactive advertising agency, is looking to hire an Executive Project Administrator (aka executive assistant) to support a member of our executive team. We are looking for a detail-oriented, highly motivated and tenacious individual that is excited about getting involved in an entrepreneurial company with an expanding Fortune 500 client base.
Summary and Scope:
The Executive Project Administrator will provide project management support to a member of the executive team, operating within his group like a 'Chief of Staff.' A successful person in this role will have a strong analytical and data driven approach to overseeing, wrangling, analyzing, and executing presentations, reports, research, and presentations for a variety of projects for the Operations, Facilities, Administrative, HR, Recruiting, Finance & Accounting, and Executive groups.
This person will understand and be able to flawlessly manage multiple projects, reports, and ideas simultaneously; providing thoughtful collaboration alongside senior leadership for helping the member of the executive team execute the strategic vision and plan for Rise Interactive. A person who knows the importance of flawlessly executed meetings, trouble-free business travel and exceptional client service, and wants the responsibility for making it all happen. This person will be the one who believes that stepping above expectations is an expectation. You become the Executive's 'go to person' and then some.
We're looking for someone who will enhance the customer experience (whether they be partners, prospects, actual customers, vendors, or tourists...yes, we do give tours of our offices). We need someone who is super cheerful, super helpful and makes customers happy to do business with us. Work assignments are complex in nature, where considerable judgment, tact, creativity and initiative are required.
Project Management & Communication:
- Prepare executive presentations, agendas, documents for internal and external meetings. This will require strong working knowledge of PowerPoint and Excel, and shared collaborative tools.
- Identify opportunities for process improvement, including but not limited to vendor management, industry research building and managing reports from various resources, and helping stakeholders understand and adhere to deliverables to the executive for weekly, monthly meetings.
- Executive Projects include and are not limited to: internal document management, meeting and resource scheduling, industry research, vendor management, internal meeting preparation, reporting via internal tools, deck preparation, etc.
- Conducts research, and compiles and types statistical reports at the direction of the executive team.
- Reviews memos and correspondence from executive team to check for spelling and grammar, ensure that company format policies are followed, and recommend revisions.
- Responsible for developing, managing, building, and analyzing various sources of data and information with high levels of confidentiality, business acumen, and customer service.
- Help manage executive's emails (upwards of 200 per day) to help streamline communication and provide needed insights/updates.
- Help executive prioritize meetings, and if needed 'stand in' with team member in meetings to help keep projects moving forward in absence of executive's prescence.
Office Management & Administrative Support:
- Support the Office Manager with any office operations and procedures such as information management, filing systems, requisition of supplies, and other clerical services.
- Support the Office Manager and Operations Staff on an as needed basis with any logistics of special events, parties, and meetings which may include catering, talent, and venue selection.
- Utilizes Microsoft and other software applications to develop reports, organize and maintain data, create presentations, and support miscellaneous projects.
- Assist with welcoming on-site visitors, determine nature of business and announce visitors to appropriate personnel or department.
- Ensure guests have a great experience within the space, offer refreshments, reading material, and answer pertinent questions.
- Bachelor's Degree or equivalent experience in Business, Communications, or related field. MBA or advanced degree preferred.
- 3+ years in a professional services, consulting, or analyst role, preferably within a high growth professional services organization, or entrepreneurial startup environment.
- Prior experience within digital marketing, analytics, internet marketing strongly preferred.
- Flawless attention to detail.
- Expert in Google Suite, Google Docs, Microsoft Excel, Powerpoint, Word.
- Strong knowledge and ability to work in social media: Twitter, LinkedIn, Facebook, etc.
- Proficient in working with email, including shared calendars.
- Excellent interpersonal and communication skills including the ability to collaborate cross-functionally, build and manage relationships with key stakeholders.
- Demonstrated critical thinking and a drive for results.
- Ability to prioritize and manage processes, while ensuring all deadlines are met.
- Self-starter with a proactive, consultative approach.