Executive Assistant

• Location 25 West 45th Street,16th Floor,New York, NY, 10036,United States
• Base Pay $150,000.00 / Year
• Required Degree 4 Year Degree
• Manage Others No

Description

position overview

This position provides executive support to the 4As CEO

This is a key position which will be a mix of core administrative support and core support on organizational special projects.

This individual must perform job responsibilities at the highest level of professionalism in dealings with all levels of staff and management, internally and externally.

The individual will be expected to understand and follow the course of our business transformation and beyond. They will be expected to prioritize the various key projects in motion and working across the teams, they will ensure that the CEO remains ahead and in a position to drive the company forward.

position responsibilities

Special Project (ex:proposal development, partner engagement, ELT accountability etc)

Executive and board level transformation initiatives

Development of our business strategy and company operational blueprint

Support the stand up of new business units

Support the stand up of a new business planning process

Collaboration with external strategic experts

Board Management

Work with the CEO and The President, Member Solutions to ensure the board member seats are filled with the development of shortlist for replacement in cohorts with the CEO

Manage the election process for replacement / renewal board members with the President Member Solutions under the oversight of the CEO

Manage the execution of email activation of the CEO to the Exco, board and members to drive the business forward.

Manage the communication with Board member pre, during and post board meeting

Maintain active connection to core board members and Exco

ELT orchestration

Attend ELT (Executive Leadership Team) meetings and track notes and next steps leveraging AI tool

Ensure proper ELT agendas are developed each week in accordance with the company’s strategic direction

Ensure that the CEO deliverables across the ELT are delivered on time including but not limited to

Monthly BU summary

Member & prospect presentations

Ensure strategic onboarding of all new ELT members

Optimized & agentic workflow

Establish and maintain electronic files in the appropriate shared drive, including up-to-date contact information from incoming email and business contacts, etc.

Act as a strategic “gatekeeper” by managing calls/visits in line with the company’s priorities and business focus

Remain available during non-office hours to provide assistance via cell phone & mail

Manage the CEO’s communication cadence

Transformation strategy tracking and CEO mobilization related to this

Weekly ELT meeting support

All company email content curation

All company meetings

Run the all company meeting agenda with HR to ensure that the CEO has the necessary occasion to address the company at large.

Liaise with internal & external executive and administrative assistants on various projects and tasks; collaborate and provide back-up help, if possible

Track dates and email anniversary notes to staff on behalf of CEO

Develop new ways of working which automate the office of the CEO - including but not limited to:

CEO information curation agent across internal and external sources

Automate (voice to written) AI agent summarizing agency visits / meetings / forums / committees

Automated tracking of key 4As partners

Scheduling & diary & expenses

Plan and manage comprehensive travel arrangements including, but not limited to, coordinating car service, flight/rail/car rental arrangements, hotel accommodations, meal reservations, visa information, and other details of travel. This includes providing detailed itineraries, agenda development, key contact information, meeting locations and addresses, and back-up plans while considering unique situations to anticipate and prevent travel challenges

Plan the CEO September to January member and prospect cross-country visits to ensure the CEO has a constant and direct infusion of on the ground relationship and insight

Plan, maximise agency visits, prospect exposure and any conversion help needed, net net - drive CEO visibility

Plan all board meetings through the year - January, May and September - with a keen eye focus on Washington (September)

Set up : attendee invites, agenda, speakers, related meetings like GRC

Organize presentation and audio/ visual material

Ensure minutes are developed by our legal partner & disseminated

Assist with the coordination and logistics of on-site meetings including preparing agendas, meeting room reservations and set-ups, preparing nametags and materials, welcoming visitors, conference call and webinar coordination, audio/visual, catering needs, etc.

Plan all conference visits throughout the year and timetable these

Ensure constant strategic prioritization relative to the 4As operational priorities and those of the CEO

Prepare and code accurate expense reports via supervisors’ expense accounts submitted in a timely manner and in accordance with the T&E policy

Maintain accurate records

Requirements

position requirements

Minimum ten years’ experience in fast-paced support/administrative position

Maintain a work ethic that mirrors organization’s culture and values

Ability to prioritize, multi-task and meet deadlines in a fast-paced environment

Ability to follow the business of the 4As and make decisions and propose prioritization based on the business priorities

Exercise sound judgment when dealing with sensitive and confidential matters

Excellent written and oral communication skills

Strong attention to detail and organizational skills

Strong interpersonal and relationship-building skills

Ability to work collaboratively and be a strong team player

Strong track record of common sense, tact, and patience

Naturally adaptable and open to ongoing change

Respectful and professional at all times but has the gravitas to ensure the ELT and wider team members respect the CEO time and focus

Ability to work additional hours when necessary

Earns the trust of senior leadership staff and members

Expert knowledge of Google Docs/Word, Google Sheets/Excel; strong, Google Slides/PowerPoint skills and AI tools Cluade and Gemini

Meticulous attention to detail

Experience using the Google Workspace including Google Mail and Calendar a plus

Experience with CRM system, Nimble (built on Saleforce), a plus

Tech sav​vy, can easily navigate booking & reservation systems

Summary

about the 4As

A 501(c )(6) non-profit association

We focus on core values of Passion, Agility, Curiosity and Collaboration as we partner together to support and champion 4As members to help their business thrive as we also strive to move the industry forward.

• Great team with strong mission and energy
• Summer Fridays
• Week off between Christmas & New Year Holidays

What We Do:

Our mission is to empower and equip our members to confidently navigate the

ever-changing ecosystem of the agency world. We ensure they remain relevant, are positioned to compete, and have the resources to thrive and grow. Our promise to our members? We aim to be an indispensable resource that is as accessible as their own agency team.

We are dedicated to, and vested in, our members’ success, just as they are dedicated to helping brands create, distribute, and measure effective and insightful advertising and marketing. And we champion the infinite power of creativity and value agencies bring in driving business growth and powerful cultural change. The 4As drives business.

With a focus on advocacy, talent, and impact, we provide community, thought leadership, research, guidance and best-in-class training that enable agencies to innovate, evolve and grow.

The 4As was established in 1917 to promote, advance, and defend the interests of our member agencies, employees and the advertising and marketing industries overall. We empower and equip our members to confidently navigate the ever-changing ecosystem of the agency world. We ensure they remain relevant, are positioned to compete, and have the resources to thrive and grow. With a focus on advocacy, talent and creating impact, the organization serves 600+ member agencies across 1,200 offices, which help direct more than 85% of total U.S. advertising spend. The 4As includes the 4As Benefits division, which insures more than 160,000 employees; the government relations team, who advocate for policies to support the industry; and the 4As Foundation, which advocates for and connects rising talent to the marketing industry by fostering a culture of curiosity, creativity and craft to fuel a more equitable future for the industry.

The 4As is an equal opportunity employer. We are committed to a work environment that supports, inspires and respects all individuals and in which personnel policies are applied without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, marital status, age, disability, national or ethnic origin, military service status, citizenship or other protected characteristic.

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