Administrative Operations Assistant (Contract Employee

the Ad Council•New York, NY

8h•Hybrid

About The Position

The Ad Council convenes creative storytellers to educate, unite and uplift audiences by opening hearts, inspiring action and accelerating change. As the Administrative Operations Assistant (Contract Employee), you will provide senior-level administrative support to our President & CEO (50% time) and two other teams (Philanthropy and Ad Council Research Institute (50%). You will be responsible for scheduling, organizing travel/meeting arrangements, submitting expense reports, and all other administrative support, as needed. You will support the team members and leaders with presentations and deck preparation, coordination, and operational tasks, ensuring efficiency and organization. Additionally, you will assist with the project management for the Philanthropy and ACRI teams, including developing and tracking timelines and status documents, assisting with budgeting and tracking overall project milestones through programs like Asana and Salesforce. This essential position is perfect for you if you are comfortable managing multiple priorities and personalities, have strong organizational practices, clear and timely written and oral communication skills, and are a great project manager. We are open to this role working remotely, within the NYC area. Some in-office support will be required, as needed.

Requirements

5+ years of experience in administrative, executive support, operations, or project management roles
Strong business writing and editing skills
Strong communication skills, including comfort interfacing with C-suite leaders and comfort communicating proactively and in a timely manner
Excellent organizational skills and attention to detail
Ability to prioritize, multitask, and manage time effectively
High level of confidentiality and discretion
Proactive, self-starter mindset with excellent interpersonal skills
Proficiency in technology, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Box, Google Workspace, Salesforce, Asana and Slack
Ability to thrive in a fast-paced, team-oriented, deadline-driven environment
Collaborative work style with the ability to engage effectively across departments
Sound judgment and a warm, professional demeanor with a “can-do” attitude
Ability to work cooperatively and collaboratively with staff within and outside of the department
Exercise good judgment: operate with warmth, and a ‘can-do’ mindset

Nice To Haves

Both strong administrative and project management experience
Experience assisting with managing budgets
Experience in Salesforce, specifically performing data entry and updates
Experience with Asana to help manage projects internally
Excellent communication skills – professional, proactive, and timely
Accountability for and ownership of your work

Responsibilities

Assist with scheduling for Philanthropy team members and President/CEO.
Coordinate meetings across multiple stakeholders and time zones.
Prepare and manage travel itineraries, bookings, and logistics for Philanthropy team and President/CEO.
Ensure smooth travel experiences by anticipating needs and resolving issues proactively.
Prepare and submit expense reports / T&E for Philanthropy team members and President/CEO.
Ensure accuracy, timely submission, and compliance with internal guidelines.
Assist with meeting preparation, including creation and formatting of PowerPoint presentations, agendas, attendee bios and other related materials.
Provide day-to-day administrative assistance as needed to support smooth team operations.
Create, organize, file, and manage key documents in Box, Google (Docs and Sheets) and Salesforce.
Develop and track project timelines for both internal and external purposes.
Develop status documents.
Assist with scheduling meetings, writing meeting notes, any other follow-up.
Assist with budgeting as needed.
Create, organize, file, and manage key documents in Box, Google, Salesforce, and Asana.