Executive Assistant

Adelphi Group•New York, NY

17d•$54,500 - $111,500•Onsite

About The Position

Omnicom Health Market Access is seeking a highly experienced, proactive, and resourceful Executive Assistant to support the President and broader agency leadership team. This high-visibility role manages executive schedules, communications, travel, expenses, meetings, and events, and serves as a trusted liaison among senior leaders, employees, clients, and external partners. The position supervises an Administrative Assistant and an Operations Coordinator. The ideal candidate exercises exceptional judgment, anticipates needs, handles sensitive information discreetly, and combines executive presence with a hands-on, service-oriented approach. Advanced proficiency in Microsoft 365 and AI tools is required. The role coordinates complex calendars across offices, teams, and time zones; plans leadership meetings and events; prepares executive communications and presentations; manages travel and expense reporting; and supports follow-through on meeting decisions and action items. It also includes coaching and coordinating two team members, applying approved AI tools to administrative work, and improving processes. Omnicom requires employees to work in the office at least three days per week, unless additional in-office days are directed by the agency or manager. The stated salary range is $54,500–$111,500.

Requirements

At least 5 years of substantial experience as an Executive Assistant supporting senior executives in a complex, fast-paced organization.
Demonstrated experience managing high-volume calendars, travel, expenses, meetings, and executive communications.
Experience managing direct reports.
Exceptional written and verbal communication skills; the posting also mentions strong note-taking, but the qualification text is cut off after “strong note.”
Excellent organization, prioritization, time management, and attention to detail across multiple complex assignments.
Strong logistical planning and problem-solving skills.
Proven discretion with confidential information.
Ability to work independently, use sound judgment, and adapt to changing priorities.
Strong interpersonal skills with senior leaders, employees, clients, and external partners.
Advanced proficiency in Outlook, Word, Teams, and PowerPoint.
Work in the office at least three days per week, subject to any additional in-office days directed by the agency or manager.

Nice To Haves

Experience in a healthcare, advertising, communications, professional services, or agency environment.
Experience supporting a President, C-suite executive, or executive leadership team.
Familiarity with Excel, OneNote, SharePoint, Forms, Planner, and Copilot.

Responsibilities

Provide day-to-day administrative support to the President and designated leadership team members.
Manage complex, frequently changing calendars across offices, teams, and time zones, including internal, client, external, and interview meetings.
Anticipate scheduling conflicts, preparation needs, and logistical issues.
Coordinate leadership meetings from planning through follow-up, including scheduling, rooms, virtual links, agendas, presentations, catering, and technology.
Capture and distribute notes, decisions, action items, owners, and deadlines; track action items to completion.
Coordinate domestic and international travel, itineraries, schedule changes, and policy-compliant, cost-conscious arrangements.
Prepare, reconcile, and submit accurate, timely expense reports; track receipts and resolve discrepancies.
Serve as a professional, trusted point of contact for leaders, employees, clients, vendors, and partners.
Draft, edit, and proofread executive communications, announcements, and presentations.
Plan and coordinate leadership meetings, town halls, employee and client events, off-sites, and agency activities, including venues, invitations, catering, AV, transportation, and vendors.
Develop event timelines, checklists, and contingency plans; monitor budgets and process invoices.
Supervise, coach, and coordinate one Administrative Assistant and one Operations Coordinator, setting priorities, service expectations, and coverage plans.
Delegate work, monitor deadlines, hold regular check-ins, and balance workloads during absences and peak periods.
Use Outlook, Word, Teams, and PowerPoint to produce polished, leadership-ready documents and presentations.
Apply approved AI tools and large language models to draft, summarize, organize information, prepare meeting materials, and identify action items.