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Executive Assistant

2 months ago

New York, United States Crossmedia Full time
WHO WE ARE

Crossmedia is the global media independent. We're committed to doing media and business the right way, guided by the principles of TRUST, REASON and the pursuit of HAPPINESS. Crossmedia US was founded in NY in 2000 and is one of the largest minority-owned full-service media planning & buying agencies in the nation. Together with our network partners in the UK and Germany, we are 500+ Crossmedians worldwide with big ambitions to continue to grow with soul.

We focus on what media agencies should do: create innovative connections between brands and people regardless of channel or budget. And we do it in an honest way. We are and always have been a values-based organization. We earn our clients' TRUST by ensuring media transparency in our business model and objectivity in decision-making. We apply REASON & logic to finding solutions to our clients' greatest business challenges. The pursuit of HAPPINESS matters to us. Big time. We invest in each colleague's professional & personal wellbeing and growth. It's why we have countless initiatives, clubs & cultural events dedicated to our people and why we've been the top ranked media agency named to Ad Age's Best Places to Work for the past five years in a row.

Our client roster includes US Bank, PWC, Invesco, Newell Brands, NASCAR, Planet Fitness, Teremana, American Cancer Society, White Castle, Ricola, Supercuts, Edibles, Illva Saronno and more. UK clients include AIrbus, Etihad Airways, S & P Global, Zalando, and more.

YOUR ROLE

We're hiring for an Executive Assistant to support select members of our Executive Leadership Team (ELT). This is a temporary role for a 6 month period (mid September to mid March). The role covers administrative functions as well as on-site meeting & event support in collaboration with the XM Operations team. This position is based in the NY office. While we offer a hybrid work setting, due to the nature of the role, there is an expectation of in-office presence most of the time and when needed for executive or event support.

The Executive Assistant ensures our executives maintain the strategic mindset vital to a growing agency. The ideal candidate has the organizational talents to keep calendars aligned, travel smooth, minutiae handled and the right information prioritized so that our leaders can focus on the broader agency vision.

RESPONSIBILITIES
  • Enhance the efficiency & focus of assigned ELT member(s) to ensure that agency goals are accomplished, and the company operates in a manner true to our values (or as we say - Scale with Soul)
  • Manage executive communications including filtering & prioritizing incoming information & requests, drafting client & vendor correspondence, contact management and liaising with various internal executives & group leaders as needed
  • Proactively manage complex schedules & coordinate meetings across domestic & international time zones and internal & external parties
  • Manage travel arrangements including transportation, lodging and any related advance coordination (e.g. local information detail, itineraries, etc.)
  • Assist with executive meetings including booking conference rooms, food & beverage, IT & other appropriate resources
  • Handle executive documentation needs (e.g. expenses, timesheets, internal processes) and ensure timely submission & compliance
  • Maintain professionalism and strict confidentiality with all materials & conversations
  • Support on-site/off-site agency meetings & events in collaboration with the XM Operations team
  • Ad hoc projects & requests as appropriate
REQUIREMENTS
  • Four or more years of experience in an administrative role reporting directly to upper management
  • Resourceful, proactive and can problem-solve quickly
  • Extremely organized, detail-oriented and able to anticipate executive needs
  • Advanced time-management skills, able to multi-task and coordinate multiple concurrent projects
  • Collaborative and team-oriented
  • Excellent written and verbal communication skills
  • Strong computer skills including Microsoft Word, PowerPoint, Excel, Outlook; experience with SmartSheet a plu
This is a temporary role for a 6 month period (mid September to mid March).

SALARY: 55k - 65k, and overtime eligible. Commensurate with experience. Compensation is determined on the skills, qualifications and tenure of the applicant.

CROSSMEDIA BENEFITS

Our principles of Trust, Reason, and the Pursuit of Happiness are brought to life through benefits that recognize and support the diversity and physical, emotional, and professional well-being of our people, including:
  • Work from anywhere flexibility including hybrid/remote office options to empower you to work your way
  • Open PTO policy and paid sabbaticals at significant milestone anniversaries
  • Fully-funded healthcare options and agency-wide physical & mental health support
  • 401(k) with company match, student loan relief program and financial counseling support
  • Generous paid parental leave policy
  • Life milestone recognition & support
  • The Pursuit of Happiness Fund devoted to helping Crossmedians find their happy (be it travel, enrichment class, fitness membership or professional development)
  • Cell phone/tech reimbursement
  • Student Loan payment plan
  • Tuition reimbursement
  • And burgers - lots and lots of burgers
COMMITMENT TO DIVERSITY AND INCLUSION

Diversity is in our DNA. As a minority-owned company, our commitment to an inclusive environment has long been embedded into agency practices and at every level. Almost one third of senior leadership identifies as a person of color and over half of our executive leadership are women. We have active mentoring & internship programs that create opportunities for underrepresented groups. Internal agency programming is anchored by XMEquity365, a permanent, year-round initiative fostering acknowledgement and support of marginalized communities within five pillars - Excellence, Voices, Education, Giving & Representation.

Crossmedia is committed to providing equal employment opportunities and creating a diverse and inclusive company culture and that does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other basis prohibited by applicable federal, state, or local law.

All job requirements are subject to possible revision to reflect changes in the position requirements, business necessities and/or to reasonably accommodate individuals with disabilities. Essential and other job functions are subject to modification. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws).

Continued employment remains on an "at-will" basis." Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions in compliance with the American with Disabilities Act of 1990.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
  • Prolonged periods of sitting at a desk and working on a computer. Must be able to remain in a stationary position 50% of the time.
  • Ability to stand, bend, and reach
  • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
  • The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
  • The ability to observe details at close range (within a few feet of the observer).

In compliance with the current Americans with Disabilities Act and state and local laws, if you have a disability and would like to request an accommodation to apply for a position with Crossmedia, please email people.team@xmedia.com.