Administrative Assistant

What are we looking for in our Administrative Assistant?

Russell Tobin's client, an international family entertainment and media enterprise company is hiring an Administrative Assistant in New York, NY

The Administrative Assistant will support the Directors of Creative Strategy & Development, along with other members on the team.

This role requires executive scheduling, travel, expense reports, meeting setup, event planning and other administrative support as needed with a high degree of international collaboration.

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Employment Type: Contract/ Hybrid

Location:  New York, NY

Pay rate: $25-$32/hr, DOE

Responsibilities:

• Heavy calendar management for the Directors: ability to stay on top of ever changing calendars and coordinate, sometimes with short notice, meetings among executive teams including operating across multiple time zones.
• Developing tactics to ensure executives are timely for their meetings and/or informing next meeting participants that the executive is behind. Proactively addressing conflicts and planning ahead for priority meetings.
• Schedule both virtual and in-person meetings and summits, including all-hands and team building events as well as conferences via Zoom with multiple global attendees in across different time zones.
• Coordinate meeting space, conference calls, or video conferences to proactively ensure the technology functions properly prior to meeting start time.
• Set up business travel arrangements including complex, multi-country travel. This can include booking flights, cars, and making hotel and restaurant reservations.
• Prepare executive expense reports and supporting documentation, including international travel receipts in multiple currencies. Maintain good understanding of company travel and expense policies and advise team as needed.
• Proactively maintain internal Merchandise Sourcing org charts, department contact sheets, and distribution lists via GroupID
• Work with facilities, reception, and IT to ensure all team needs are addressed including onboarding of new hires (email/network account creation, ordering equipment, securing workspace, ordering nametags, setting up building/network/shared drive access, etc).
• Serve with Directors as contact for all team equipment purchases, placing order with IT or facilities, first obtaining manager approval, if required. Order office supplies as needed through SAP.
• Extensive knowledge of company polices related to Travel & Expense, Time and Attendance and Labor Utilization record keeping. Track approved time-off requests on central calendar and ensure time is recorded in SAP.
• Prepare compelling, visually-appealing executive level presentations in Powerpoint and/or Keynote.
• Process liability invoices, PO invoices, subscriptions, and memberships.
• Secure Backstage access for team as needed for site visits.
• Respond to employee requests or concerns, addressing them or directing them to IT or facilities as appropriate.
• Serve as department lead for Record Information Management (RIM)
• Provide back-up to other administrative professionals within the group, as well as assist with other department administrative support responsibilities

Requirements:

• 3+ years supporting a Director or above and/or equivalent experience in a fast-faced, matrixed environment.
• Mastery of Microsoft Office Suite including Outlook and Word.
• Exceptional Powerpoint/Keynote and Excel skills to create spreadsheets and compelling, Executive- level presentations.
• Experience working in SharePoint, Box, ZenDesk, SAP and Concur.
• Some flexibility in your schedule – we value work/life balance, but in a pinch, a bit more time and early/late hours are occasionally needed to accommodate global time zones

Nice to have:

• International experience strongly preferred.
• Microsoft Visio experience preferred.

Benefits that Russell Tobin offers:

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors. 

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Rate/Salary: $25-$32/hr, DOE