Executive Assistant

Colle McVoy

Colle McVoy is a full-service, certified B Corp agency building enduring relationships between forward-thinking brands and people. For more than 90 years, we've reinvented ourselves to meet the changing needs of brands and the people they serve. We believe the strongest ideas begin with a deep understanding of people, creating ideas that build brands, influence decisions and move culture.


Recognized as a Fast Company Most Innovative Company, Adweek Midsize Agency of the Year, Ad Age A-List honoree, SABRE Disruptive Agency of the Year and a Best Place to Work for 15 consecutive years, Colle McVoy brings together the right people, perspectives and expertise to solve modern business challenges. Our connected capabilities span brand and influencer strategy, design, experiential, social, content, media and earned creative/PR.


As part of DonerColle Partners, a strategic alliance with Doner, Colle McVoy extends its connected capabilities through expanded strategy, creative, media, production and AI-powered innovation to help brands win between the coasts.


Job Overview

Colle McVoy is seeking an Executive Assistant to provide exceptional support to our Chief Creative Officer, Chief Growth Officer, Chief Strategy Officer, and creative output senior leaders. The ideal candidate will enjoy working in a fast-paced creative environment, navigating multiple projects with strong organizational, communication, writing, and power point skills. You are proactive, collaborative, detailed, resourceful and at the end of the day love supporting people!


Responsibilities

• Provide high-level administrative support to executive leaders across Creative, Design, Integrated Production, Business Development, and Brand Strategy.
• Manage complex and dynamic executive calendars, prioritizing meetings, resolving conflicts, and coordinating across multiple stakeholders and time zones.
• Coordinate comprehensive domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries seamlessly integrated into calendars.
• Lead logistics for key industry events (e.g., Cannes Lions), including travel coordination, scheduling, and on-site support as needed.
• Prepare, edit, and format executive presentations, reports, and communications with a high degree of accuracy and professionalism.
• Process executive expense reports in a timely and accurate manner, in alignment with company policies.
• Coordinate monthly department meetings and other recurring leadership meetings.
• Partner with Project Managers and cross-functional teams to align schedules and ensure efficient coordination of priorities.
• Support onboarding logistics for new hires, including orientation coordination and executive-level onboarding needs.
• Manage department onboarding tasks such as adding new hires to meetings, Microsoft Teams channels, and other key communication platforms.
• Leverage AI-enabled tools (e.g., Microsoft Copilot) to streamline and improve the quality and efficiency of executive support.
• Integrate emerging AI technologies into daily workflows to support innovation, automation, and operational excellence.
• Support general office operations and provide administrative assistance across the agency as requested.

Required Skills

• Exceptional organizational and time management skills with the ability to balance multiple priorities and deadlines.
• Strong written and verbal communication skills, with high attention to detail.
• Demonstrated ability to exercise discretion and handle confidential information with professionalism.
• Advanced calendar management and scheduling capabilities, including prioritization and conflict resolution.
• Strong problem-solving skills, with the ability to anticipate needs and proactively address issues.
• Ability to collaborate effectively across departments and build strong working relationships.
• Highly adaptable, with the ability to perform in a fast-paced, deadline-driven environment with shifting priorities.
• Customer-service mindset with a positive, solutions-oriented, and team-focused approach.
• Strong coordination and logistical planning skills for meetings, events, and executive communications.
• Proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Excel, Teams, and Word.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant experience.
• 5+ years of experience in an Executive Assistant or similar role.
• Proven experience supporting multiple executives simultaneously.
• Experience coordinating complex domestic and international travel.
• Experience managing expense reporting, travel logistics, and event planning.
• Experience in a creative agency or professional services environment preferred.
• Ability to work in-office Tuesdays, Wednesdays, and Thursdays, with flexibility for additional days as needed.
• Ability to lift and move items for meeting setups and general office coordination.
  Willingness and ability to travel as needed.

At the time of posting, the base salary for this position ranges from $70,000 to $90,000. Compensation will be determined based on a variety of factors, including but not limited to relevant skills, experience, and qualifications. In addition to the base salary, we offer a comprehensive benefits package, including health and wellness options, agency perks, and the flexibility of a hybrid work environment.


About Colle Mcvoy

Colle McVoy is a full-service, certified B Corp agency building enduring relationships between forward-thinking brands and people. For more than 90 years, we've evolved alongside the brands and people we serve. We believe the strongest ideas begin with a deep understanding of people, creating work that builds brands, influences decisions and moves culture.


Recognized as an Adweek Agency of the Year, Ad Age A-List Standout Agency and a Fast Company Most Innovative Company, we partner with iconic brands including 3M, Dairy Queen, McCormick & Company, Perdue Farms, Revlon, Target, U.S. Bank and more. Our connected capabilities bring together strategy, creative, design, experiential, social, content, media and earned creative/PR.


As part of DonerColle Partners, a strategic alliance with Doner, we extend those capabilities through expanded production, AI-powered innovation and integrated expertise to help brands win between the coasts. For more information, visit collemcvoy.com and donercolle.com, or follow us on LinkedIn and Instagram.


We are an Equal Opportunity Employer.