Administrative Assistant

Administrative Assistant

The Administrative Assistant must be a diligent, strong communicator who thrives in a fast-paced environment & is a creative, collaborative, curious, & innovative thinker. This role requires a resourceful problem-solver & relationship builder, with a can-do attitude & a desire to learn & grow. In addition, being insanely organized, analytical, strategic, & possess strong business judgment & communication skills which are needed to interact with a variety of people & job functions. High enthusiasm, creativity, & resourcefulness are crucial, as is a high level of professional integrity & confidentiality.

Expectations:

• Anticipate needs & provide high-level administrative support for 3-5 leaders
• Manage multiple calendars & schedules, with high level of detail
• Coordinate internal & external meetings for executives & their teams
• Communicate with team members & external partners on behalf of the executives
• Handle logistics for meetings, including booking conference room space, organizing agendas, preparing materials, catering & ensuring availability of attendees
• Handle any & all travel arrangements ensuring tight schedules & well articulated agendas while adhering to company policy
• Interact regularly & build relationships across various teams
• Coordinate ongoing agency rhythm of business (e.g. team meetings & regular comms cadence)
• Perform non-administrative ad-hoc projects such as preparing reports, presentations, gathering insights, research, & information to inform decision making

You're a Superstar:

• Ability to strategically multitask & prioritize projects
• Ability to be proactive & problem-solve in a fast-paced, dynamic environment
• Outgoing, friendly, personable, high energy, & approachable
• Strong time & project management skills
• Ability to adjust quickly & efficiently as meetings & schedules change
• Navigate complex matrixed organizations & enhance organizational communications
• Uphold a strict level of confidentiality
• Organize team professional events, socials, team on-sites, etc.

Responsibilities/Skills:

• Strong scheduling / coordination skills and comfortability with last-minute changes
• Thrive in a fast-paced, quickly changing environment with an optimistic approach
• Incredibly proactive and able to take initiative and work efficiently with little direction
• Proven logistical and organizational skills and abilities
• Ability to communicate effectively with people at all levels of management& handle confidential matters
• Excellent verbal & written communication skills

Qualifications/Skills:

• 2+ years of administrative support experience
• Experience using AI-powered productivity tools such as Microsoft Copilot, ChatGPT, or similar generative AI platforms to improve efficiency and workflow management.
• Ability to leverage AI tools to draft emails, meeting summaries, presentations, and reports while maintaining accuracy and confidentiality.
• Experience using AI to organize, summarize, and analyze information from documents, meetings, and communications.
• Proficiency with Outlook Mail and Calendar in an office setting
• Exceptional interpersonal skills: must be charismatic & have ability to communicate strategically &
• respectfully with clients and staff
• Reliable & trustworthy with unfailing ability to operate with discretion & a high level of integrity
• Able to maintain composure in an extremely fast-paced, creative environment
• Impeccable attention to detail, with outstanding time management skills & the ability to work quickly & efficiently
• Skilled at managing high-level volume of work & deciphering immediate needs from what can wait
• Support in the day-to-day, i.e. pick-up lunch, rearrange calendars on a moments notice, chase down
• answers, etc.

Starcom Mediavest Group Germany Gmbh