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Executive Assistant

New York, New York, United States

WHAT ARE WE LOOKING FOR
We are looking for a rockstar Executive Assistant who will play a hybrid role of supporting the daily operations of the EVP Global Commerce Lead, while providing day-to-day support and operational oversight of the NY Office Services team. You’ll be part of a driven and fast-paced team with lots of moving parts, so it is important that you can multitask and think quickly on your feet. The right candidate is organized and intuitive, but not afraid to ask questions and learn. 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.

HERE’S WHAT YOU’LL DO (RESPONSIBILITIES)
Executive Support

• Manage the calendar, scheduling and travel for executive, which includes both video and in-person meetings, conference calls, and handling meeting conflicts and prioritization issues often across multiple time zones.
• Arrange 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.
• 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.
• Knowing the executive’s whereabouts at all times and managing their time, keeping them organized.
• Telephone & email coverage: taking accurate messages, handling urgent/confidential messages with appropriate judgment.
• Inputting executive’s 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.
• 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
• Coordinating and assisting with content, events, and projects associated with executives as needed and assigned
• 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 for executive, in partnership with Office Services
• Coordinating client outings, dinner, meetings, etc.
• Navigating Agency’s resources: interfacing with various departments on behalf of executive or SVP Operations 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

Office Services Oversight

• Providing day-to-day oversight and operational support to the NY Office Services team, acting as the go-to for Momentum specific questions, guidance or escalations to the SVP Operations.
• Supporting Office Services operational workstreams of process documentation and refinement, partnering with the Office Services team lead (Site Supervisor) and SVP Operations
• Oversight of weekly and monthly schedules for the Office Services team, and other coordination or follow ups as needed.
• Performing administrative oversight functions for the Office Services department as needed, including spend tracking, initial PO or invoice review.
• Coordinating and assisting with NY Office needs, events, and projects as assigned

 
HERE’S WHAT WE’RE LOOKING FOR (QUALIFICATIONS & 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.

SALARY RANGE
The salary for this position is $65,000. Where an employee or prospective employee is paid within this range will depend on, among other factors, actual ranges for current/former employees in the subject position; market considerations; location and region; budgetary considerations; tenure and standing with the company (applicable to current employees); as well as the employee’s/applicant’s background, pertinent experience, and qualifications.

ABOUT US – MOMENTUM WORLDWIDE 
Momentum is an agency of doers. We make the industry’s most disruptive, entertaining, shareable, unforgettable experiences for our clients and their fans. We do it by bringing people closer to what they love, in original and unexpected ways. Whether it’s a physical activation, a virtual experience, or a piece of unique branded content, it’s all part of what we call the Total Brand Experience — ideas that solve business challenges, through best-in-class Consulting, Strategy, Analytics, Experience Design, and Production. 

We want you to help brands do amazing, unprecedented, wild things, creating experiences that people never forget.

WHAT CAN YOU EXPECT FROM MOMENTUM

At Momentum, we expect our employees to embody our values!
Our Core Values of Be One, Do Great Work, Have Fun, Give Back and Grow empower an environment where we challenge ourselves professionally and encourage each other personally.

At Momentum, we make our differences matter!
Who we are matters.  We choose to hire diverse voices from all walks of life.  We choose to make our culture one where everyone can be their authentic self and speak in their voice. We choose to give each other permission to get things wrong, so we can learn to make them right.  We choose to celebrate the bravery of our peers and we choose to be collectively responsible.

At Momentum, we make our actions matter!
Making it matter means always choosing the sustainable option. It means designing waste out from the start.  It means working with the right materials. Sourcing locally, innovating off-the-shelf solutions and reusing and repurposing. It means powering smarter. Traveling less. And only working with vendors who do the same. Make it matter means becoming the first experiential agency in the world to receive 2 ISO certifications.

At Momentum, we make our people matter!
We choose to make your workplace part of your wellbeing. We choose a hybrid work model. We choose no meeting Fridays. We choose to let ourselves take as much Time Well Taken (vacation) as we need. We choose education programs that help our people develop professionally and personally. We choose tuition reimbursement. We choose to match your 401K. We choose to make your financial wellbeing our priority. We choose to make our people’s lives matter.

At Momentum Worldwide, we value diversity and the uniqueness of all people. We thrive in an inclusive environment, and we recruit, hire and promote without regard to race, gender, age, color, gender identity, gender expression, sexual orientation, ethnic or national origin, citizenship, religion, sexual preference, military or veteran status, marital status, family status, physical or mental disability – or any other legally protected categories as set forth in the applicable state, federal or local laws. This policy applies to all aspects of employment including training, compensation, benefits and all other privileges of employment.

We make our careers website accessible to any and all users. If you need an accommodation to participate in the application process, please contact us at [email protected]. This email address is not for general employment inquiries or vendors; rather it is strictly for applicants who require special assistance accessing our employment website. Due to volume, messages sent to this email address that are not related to an accommodation cannot be answered.

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