Executive Assistant

Omnicom Media US H&S•New York, NY

12d•$60,000 - $110,000•Hybrid

About The Position

We are looking for an organized, proactive, and positive Executive Assistant to support the Client Business Lead — CBL — The role will be integral to the day to day operations of the team, driving coordination and cohesion across multiple stakeholders. This is a great opportunity for someone who enjoys being highly organized, solving problems, coordinating across teams, and helping others use their time well. You do not need to have supported a C-suite executive before, but you should be comfortable managing multiple priorities, communicating professionally, and learning how to operate in a fast-paced, global business environment. In this role, you will work closely with the CBL to support day-to-day scheduling, travel, expenses, meeting coordination, and light project management. You will also help support by coordinating meetings, logistics, follow-ups, and key team activities. The right person will be dependable, detail-oriented, calm under pressure, and willing to jump in to help. You will need to be comfortable communicating with people at different levels of the organization, including senior leaders, client teams, and external partners, always with professionalism and discretion.

Requirements

Have experience in an administrative, team coordinator, office support, project coordinator, or assistant role.
Are highly organized and able to manage multiple tasks at once.
Are comfortable managing calendars and scheduling meetings, or are eager to build this skill further.
Can communicate clearly, professionally, and warmly by email, chat, phone, and in person.
Are detail-oriented and take pride in getting things right.
Can stay calm and flexible when priorities change.
Are comfortable working with people across different teams, levels, and time zones.
Understand the importance of confidentiality and good judgment.
Are proactive and willing to ask questions, flag issues early, and look for solutions.
Are comfortable using common workplace tools such as Outlook, Teams, PowerPoint, Excel, and expense or travel platforms — or are willing to learn.

Nice To Haves

You do not need to have supported a C-suite executive before, but you should be comfortable managing multiple priorities, communicating professionally, and learning how to operate in a fast-paced, global business environment.
The right person will be dependable, detail-oriented, calm under pressure, and willing to jump in to help.
We are looking for someone with strong organizational instincts, a positive attitude, good judgment, and a willingness to learn.
You will succeed in this role if you are someone who:
Likes being organized and helping others stay on track.
Notices the details that make meetings, travel, and events run well.
Follows through on commitments.
Communicates clearly and kindly.
Is comfortable asking questions when something is unclear.
Can adapt when plans change.
Takes pride in being reliable, helpful, and solutions-oriented.

Responsibilities

Manage and maintain the CBL’s calendar, helping schedule meetings in a way that makes the best use of their time.
Coordinate travel from start to finish, including flights, hotels, ground transport, itineraries, and any required travel documentation, such as visas.
Help prepare for meetings by coordinating agendas, gathering materials, booking rooms, and arranging any needed technology or catering.
Help prioritize and organize incoming requests, ensuring people receive clear and timely responses.
Support the logistics of client meetings and external engagements.
Coordinate with internal teams to ensure meetings are well prepared and run smoothly.
Help build positive, professional relationships with clients, external partners, and internal stakeholders.
Support communication between the CBL and key contacts with professionalism, discretion, and attention to detail.
Coordinate leadership team meetings, conference calls, and broader team communications across time zones.
Help track follow-ups and next steps from meetings when needed.
Submit expense reports accurately and on time.
Track receipts, reconcile charges, and support expenses involving travel, overseas fees, or different currencies.
Arrange meeting logistics including rooms, Teams links, catering, IT support, visitor access, and materials.
Help track timelines, action items, deliverables, and progress updates for priority initiatives.
Support coordination across internal teams to help projects move forward.
Assist with internal events, leadership meetings, engagement moments, and simple research or communications tasks.