Executive Assistant

Omnicom Media US•New York, NY

1d•Hybrid

About The Position

This role requires building a close working relationship with the Global Chief Client Success Officer, handling a range of executive and administrative support tasks to ensure the CCSO is maximising their time efficiently and can operate at pace across a global, client-centric agenda. Whilst acting primarily as Executive Assistant to the Chief Client Success Officer (CCSO), you’ll also be providing broader support across the Client Success function. The role will be integral to the day‑to‑day operations of the team, driving coordination and cohesion across multiple stakeholders and supporting a diverse portfolio of global clients. You will act as a trusted gatekeeper and connector across a broad set of senior internal stakeholders (global and regional Client Success leads, Strategy leadership, agency brand presidents, and key functional partners), as well as senior external/client contacts. The right candidate will be highly proactive, calm under pressure, exceptionally organised, and able to anticipate needs in a fast-moving environment where priorities can shift quickly.

Requirements

Positive, calm demeanor.
Ability to be a solutions-oriented "I've got this" person.
Ability to juggle complex diaries.
Ability to deliver at short lead times.
Confidence managing multiple time zones and senior stakeholder expectations.
Ability to pull together a high-quality internal or client-facing engagement at pace.
Excellent judgment and discretion.
Organized, detail-oriented, and proactive in anticipating risks and resolving them early.
Confident engaging with stakeholders at all levels.
Clear and professional communication in writing and verbally.

Nice To Haves

Experience with Omni marketing orchestration system.

Responsibilities

Booking all travel and accommodation, including complex, multi-leg itineraries while remaining budget conscious and policy compliant.
Full diary management, including liaising with internal and external contacts across multiple time-zones to ensure meetings are scheduled effectively and conflicts are proactively managed.
End-to-end coordination for leadership cadence meetings, ensuring the right attendees are present, materials are requested in advance, and actions are tracked where needed.
Supporting key client success moments, including logistics and prep coordination.
Processing of expenses in a timely manner, including reconciliation across currencies and understanding of overseas fees and claims requirements.
Booking internal meeting rooms, arranging catering and IT support where necessary, and ensuring meetings run smoothly (in-person and virtual).
Meeting and greeting visitors, ensuring their experience is welcoming and seamless, with high attention to detail and professionalism.
Supporting the planning and booking of client/external entertainment and events.
Aiding in new hiring, including scheduling interviews through to coordinating onboarding logistics.
Occasional management of office-related tasks such as IT kit or stationery ordering.
Working on projects, which could include research support, coordination of leadership communications, or project management for internal events and engagement moments, working with a wider team in a coordination role.
Keep track of a busy calendar, scheduling both internal and external meetings to make the most of the CCSO’s time.
Handle all travel plans from start to finish, ensuring everything meets the CCSO’s needs and company policies. This includes coordinating any required travel documentation such as visas.
Prepare meeting agendas, coordinating inputs from stakeholders and booking support resources when needed.
Act as the go-between for the CCSO and key internal/external contacts, managing and prioritising requests while setting clear expectations.
Manage the logistics of client meetings, coordinating with internal teams to ensure everything runs smoothly and professionally.
Build and maintain positive relationships with clients and external stakeholders.
Manage communication between the CCSO and key internal/external contacts with professionalism and discretion.
Coordinate leadership team meetings, conference calls, and other communications across time zones.
Submit expense reports in a timely manner, checking exchange rates and overseas fees where relevant.
Support the efficient running of meetings (rooms/Teams links, catering, IT support) and ensure logistical details are handled seamlessly.
Help track and update timelines, deliverables, and progress updates across priority initiatives.
Coordinate across teams to support timely execution of key Client Success priorities.
Facilitate cross-functional collaboration between internal stakeholders and (where appropriate) client teams.