Executive Assistant

Momentum•New York, NY

About The Position

We are seeking a highly organized and proactive Executive Assistant to support various senior leads while contributing to ongoing New York office operational workstreams. This role will provide primary support to an EVP, Group Director of Business Leadership, while also supporting a select group of SVPs. You’ll be part of a dynamic, fast-paced environment, requiring sound judgment, strong prioritization skills, and the ability to manage multiple moving parts with discretion and precision. The right candidate is dependable, adaptable, and comfortable balancing structure with evolving priorities. Being a part of Momentum means you get to watch big ideas come to life, so we’re looking for someone who is excited to jump right in.

Requirements

Bachelor’s degree preferred
3+ years of experience successfully in an administrative capacity within a business, marketing, advertising or fast paced environment preferred
Strong judgment and decision-making skills, with a proven ability to resolve conflicts and manage scheduling challenges effectively.
Determined, proactive, and skilled in handling logistics with efficiency and precision.
Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
Must be customer service oriented, dependable, self-motivated, enthusiastic, resourceful, and excited and motivated by working in a fast-paced, fun environment
Demonstrates excellent time management and organizational skills, capable of managing multiple tasks with high attention to detail and minimal supervision.
Positive attitude and strong personality that contributes to a collaborative, enjoyable workplace culture.
Ability to work independently as well as part of a team, always ensuring internal customers' needs are met efficiently.

Responsibilities

Managing the calendar, scheduling and travel for executives, which includes both video and in-person meetings, conference calls, and handling meeting conflicts and prioritization issues often across multiple time zones.
Arranging all aspects of travel, keeping executive’s travel profile up-to-date, managing approvals for any travel, arranging flights, hotels, rental car and car service, currency exchange using agency and online services, preparing all itineraries and coordinate events and dining.
Handling expenses for the executive and/or other senior leaders, including the creation, submission, and tracking of expense reports in a timely manner using Concur.
Knowing the executive’s whereabouts at all times and managing their time, keeping them organized.
Understanding a who’s who of clients, colleagues and partners and their relative importance. Knowing who can be bumped and who needs an immediate response.
Telephone & email coverage: taking accurate messages, handling urgent/confidential messages with appropriate judgment.
Inputting timesheets into Fiori, Momentum’s timekeeping system, on a timely basis
Client interaction with high-level Executives: acting as liaison with clients and their assistants.
Coordinating and assisting with content, events, and projects associated with executives as needed and assigned.
Monitor complex calendars, anticipate meeting preparation (booking conference rooms, sending out meeting agendas, etc.), conflicting schedules and needs of executives involved and prepping Executives for meetings.
Proofing important communications, including marketing and new business materials, as needed.
Assisting with presentations – creating, editing, compiling, copy, etc.
Coordinating all related conference rooms including any catering, audio/videoconference set up
Coordinating client outings, dinner, meetings, etc.
Navigating Agency’s resources: interfacing with various departments on behalf of executive to collect information, respond to requests, etc.
Handle confidential and non-routine information with high level of discretion
Supporting Momentum’s values
Other duties and projects as requested or assigned
Supporting and assisting NY Office operational needs, events, and projects as assigned.
Performing administrative functions for the NY Office as needed, including PO creation, spend tracking and invoice review.