Executive Assistant, Office Management

Starcom Worldwide•Chicago, IL

3d•Hybrid

About The Position

With a history that dates back over 80 years, Starcom is a global communications planning and media leader. We are an agency still grounded in our founding principle that people are at center of all we do. Each day, we apply this belief to harness the transformative power of data and technology to inspire and move people and business forward. With more than 7,000 employees in over 100 offices around the world, Starcom partners with the world's leading marketers and brands, including Bank of America, Best Buy, Kellogg Company, McDonald's, Novartis, Samsung, Visa and more. The Executive Assistant will handle a wide range of administrative support needs for senior leadership. You should exhibit professionalism, solid judgment, discretion, and excellent written and verbal communications. You will be proactive in anticipating and prioritizing the business needs of the senior leadership, and will have superb time management skills, a productive approach toward work, and a strong sense of urgency

Requirements

3-5+ years as an Administrative or Executive Assistant
Experience in dealing with confidential information and with senior management
Proficiency in Microsoft Office products - Outlook, Word, Excel, PowerPoint
Excellent verbal, written and interpersonal skills
Ability to multi-task and prioritize in a fast paced environment
Strong organizational, analytical and problem-solving skills
Ability to take initiative, work independently, and effectively under pressure producing accurate and consistent results

Responsibilities

Manage and maintain calendar schedule; monitoring, updating, and prioritizing utilizing good judgment and strong decision-making skills
Manage travel arrangements including flights, hotels, and ground transportation
Expense reporting - T&E preparation and submission
Gain an understanding of overall direction of the business and help facilitate efforts to drive that direction forward
Willingness to engage in and coordinate cultural activities of the agency in partnership with management and executive teams
Schedule, coordinate, and confirm meetings to include:
Reserve conference rooms
Set up equipment
Place catering orders
Initiate conference calls when necessary
Develop, review, and edit regular and confidential correspondence, presentations, and reports
Attend regular executive management meetings to record notes, track minutes, and follow up actions
Demonstrate confidentiality when handling sensitive information and matters
Basic project management of executive initiatives
Coordinate special projects, including personal travel and requests as necessary
Manage and facilitate monthly company-wide town hall meetings including coordination with other offices to execute company-wide AV set up, track monthly town hall owners, aggregate content, and facilitate Q&A.
Approve travel, time off, and expenses for CEO's direct reports