Operations

Executive Assistant

We’re looking for an Executive Assistant to work in support of our President and Managing Director. An integral part of the agency’s backbone, our ideal VB&P EA is a proactive, self-starter with a great personality. Someone who can manage constantly changing schedules, anticipate needs without being asked, come up with creative solutions to problems, and keep a level head and positive attitude in a fast-paced, sometimes high-pressure environment.

The role

The Role

  • Manage executives’ calendars – interact with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex meetings
  • Know where your executives are at all times – provide constant reminders, keeping them on time as much as possible
  • Handle incoming and outgoing communications on behalf of the executives you support and other Partners + Associate Partners, when neededPrioritize and manage multiple projects simultaneously, and follow up on issues in a timely manner
  • Keep up to date on projects in the pipeline so that you can appropriately prioritize meetings
  • Save executives’ time by reading, researching and routing correspondences, when applicable
  • Arrange travel schedule and reservations for executive management as needed
  • Manage Partners expense reports and time sheet entry on a weekly basis
  • Set up for meetings – AV & food/drink
  • Order lunch for partners – proactively understand their needs and preferences
  • Handle confidential and non-routine information and facilitate communication between appropriate departments
  • Act as back-up to other EA’s and communicate in regards to who’s handling what
  • Manage additional projects + responsibilities as they arise – new business, resourcing, front desk coverage – have a “no job is too small” mentality
  • Be vocal when you have bandwidth and can take on more projects
  • Go above and beyond and be extra resourceful – if you don’t have the answer to a question, research and do whatever it takes to give the right guidance and offer solutions, where appropriate
  • Be available and reachable

Qualifications

  • Experience handling a wide range of administrative and executive support related tasks
  • Excellent calendar management skills, including the coordination of complex executive meetings
  • Experience handling complicated travel arrangements for management.
  • Experience assisting management with the creation of PowerPoint (Keynote) presentations
  • Ability to interact with staff, at all levels, in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality
  • Expert level written and verbal communication skills, strong decision-making ability and attention to detail
  • Strong knowledge of MS Office (Word, Excel, PowerPoint and Outlook)
  • Great interpersonal skills – able to communicate and work effectively with many personalities
  • Ability to maintain a positive and professional demeanor
  • Experience working in a creative environment preferred!

Venables Bell & Partners