Executive Assistant

Job Description

MMA is a leading global analytics company that provides Fortune 500 organizations with forward looking, predictive solutions that drive continuous, repeatable and incremental value. The company was founded in 1989, pioneering the commercialization of marketing mix modelling. Through innovative analytic methodologies and approaches, management of “big marketing data”, predictive software and high-value consulting, MMA has helped companies generate billions in incremental returns. MMA has offices in NYC, Norwalk, CT and Chicago and is a part of leading global custom market research company Ipsos, which has major offices in more than 80 locations worldwide.

About the role

An Executive Assistant is needed to support the New York Office Executive Team of Ipsos MMA. Responsibilities are varied but generally include NYO administration and MMA Team office management including liaison with accounting, and human resources initiatives, as well as individual support to team leaders.

RESPONSIBILITIES

Administration

Support members of the Executive Team with calendar management, timesheet submissions, processing expense reports and visa applications. Maintain various e-mail distribution lists. Schedule and organize meetings/events. Research and coordinate housing and travel for visiting team members on assignment to US. Work on projects as directed.

Accounting

Process Travel & Entertainment expenses. Ensure all expenses are accompanied by a receipt and/or expense description, submit signed reports, track all expenses. Process vendor invoices. Maintain a collaborative working relationship among Ipsos Finance and Accounting teams.

Recruiting

Assist in coordination of NYO on-site interview logistics, secure meeting rooms, distribution of resumes and interview schedules. Present a positive impression to all candidates throughout the applicant process.

New Hire Onboarding

Set up onboarding schedules, arrange for equipment, sign I9 forms, submit paperwork, and related tasks. Make new hire initial travel and hotel arrangements as required. Act as resource for new hire administrative questions. Submit NYO new hire announcements to Office Manager. Train new hires in how to complete expense reports and timesheets.

Office Management

Manage meeting logistics including conference room reservations, catering, and expenses for in-house Company/ Executive/Team meetings. Monitor team seating. Serve as resource for Expense Reporting system including training new hires on the system. Stay abreast of Ipsos policies and procedures and serve as MMA Team resource.

Meetings & Conferences

Coordinate all logistics for off-site Executive Management Trips and Company meetings including flights, hotels, catering, audio visual, etc. Coordinate all logistics for Team dinners and Happy Hour events (source venues, contract & payments, catering).

REQUIREMENTS

· Proven experience as a team or office coordinator, or relevant position

· Tech savvy, proficient in MS Office including: Excel, Word, and PowerPoint

· Ability to work with multi-disciplinary teams, onsite and remote

· Excellent time-management and organizational skills

· Outstanding verbal and written communication skills

· Detail-oriented and efficient

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