Group Assistant

Provides administrative support to 2-3 Department Heads

 

·         Manages Department Heads calendar and independently schedules appointments based on availability

·         Arranges detailed travel plans, itineraries and compiles documents for out-of-town meetings

·         Screens incoming calls and correspondence, responds proactively when possible

·         Coordinates client meetings/presentations by arranging for facilities and catering and issuing appropriate information to attendees

·         Assists in research and preparation of Powerpoint presentations

·         Responsible for supporting department heads leadership within department

·         Must comply with quality standards for the team as set forth by the department head

·         Works with supervisor to foster innovative solutions

·         Builds relationships at appropriate client/vendor level

·         Works closely with upper management to identify and suggest solutions on how to improve departmental and team morale

·         Keeps abreast of current trends and the latest technological advances

·         Helps to elevate department’s role in the whole advertising process

 

·         Collects and submits weekly timesheets

·         Prepares expense reports as required

·         Keeps supervisor apprised of the status of work

·         Prioritizes tasks and assignments to meet scheduled deadlines

·         Covers reception desk as scheduled

·         Coordinates travel and meetings

·         Researches and prepares special projects as required

 

 Qualifications

·         Excellent communication skills both, written and oral

·         Strong ability to organize and work on multiple tasks simultaneously

·         Computer literate

·         Team player

·         Strong problem solving skills and detail oriented

·         Able to function in a fast paced environment

·         Must be proficient in PowerPoint, Word and Excel