Senior Administrative Assistant - New York

Job ID
10091
Job Location
US-NY-New York
Location
United States-NY-New York City
Category
Administrative/Operations

What We Need

Sr. Administrative Assistant because ‘I’ve Got This’ is not a job title. You enjoy fast-paced environments and multi-tasking is the only work style you know. You solve problems and move the ball forward because you are strategic like that – always thinking 3 steps ahead. You manage your executive(s) day like a tried-and-true cat herding specialist. Communication and collaboration is JUST.WHAT.YOU.DO. You get things done, and you get them done efficiently.

If this sounds like you, you’re one of us – and we want you.

 

This position will be based out of our New York, NY office and will work remotely until our physical offices reopen.

What you'll be doing

WHAT YOU’LL DO:

 

The role will provide administrative support to key senior personnel on the Technology Team, while partnering with our broader North America administrative community. It will require a sound multi-tasker who can perform a variety of administrative duties while also managing frequent cross team interactions and deliverables. Additionally, this role would also act as a liaison between the senior team members, staffers, clients, and vendors. A successful candidate is able to communicate well across all teams/levels, manage their time efficiently and effectively while juggling multiple priorities.

 

When you work at WE Communications (WE), you will find compelling work, a global administrative network, worthwhile and consistent professional development, outstanding benefits and the opportunity to contribute to both the Technology Team and the WE Global Assistants Network success. WE values those who share our passion and belief in the power of change, discovery, and innovation. We invest in our future by creating a fun and inclusive workplace full of creative, skilled, curious, and enthusiastic people.  We are all in this together!

 

YOU’LL WORK WITH:

The role will be assigned to partner with multiple Senior Executive Leaders across WE’s Technology Practice. This position will report to the Technology team’s Lead Executive Assistant, a fantastic resource to partner with and foster your career development at WE.  Additionally, you will work in close partnership with other Technology Practice Admins, and our administrative team members across North America. You will join WE’s Global Assistant Network, a professional development program focused on providing growth opportunities, while championing the community of assistants WE has across the globe. 

What you've been able to accomplish

YOU’RE GOOD AT:

  • Daily support of key leads, in line with WE’s administrative service level agreement
    • calendar management
    • inbox management
    • travel via our travel agency
    • processing expense reports
    • timesheet processing
    • note Taking
    • drafting/formatting documents on behalf of your lead(s)
  • Applying your kick ass strategic business thinking in support of lead(s) by understanding the agency’s business and how the Executive(s) work fits in.
  • Showing us your stellar communications skills by offering insight and additional context where necessary to inform your lead(s) in decision-making.
  • Being proactive, taking the initiative in support of the team’s needs.
  • Customer service is your mantra. Displaying and modeling your lead(s) high level of customer service both internally and externally with clients.
  • Confidentiality. Need we say more?  
  • You manage frequent cross team interactions and deliverables across time-zones. You take seriously the need to collaborate regularly with administrative teams across all WE offices.
  • Staying in the loop so you prioritize, attend, and participate in assigned team and administrative team staff meetings.
  • Running errands for business reasons as needed and appropriate.
  • Running a tight ship, keeping appropriate team/client files and records as requested, ensuring completeness, historical accuracy, and easy retrieval.
  • Owning and/or coordinating client and/or team budget(s), including summarization, running/interpreting reports and in some cases, projecting expenditures. You keep the engines running.
  • Being a part of a larger team, so you occasionally volunteer to back fill other administrative staffs vacation/time away.

 

YOU BRING (EXPERIENCE & QUALIFICATIONS)

  • Education: High school education with a preference of an additional two to four years of university and/or trade school, or other administrative training in business, office administration or secretarial services
    • Five to seven years equivalent level of experience
    • Proficiency in MS Word, Excel, Outlook, Teams and PowerPoint is required
  • Ability to make solid business decisions, problem-solve and simultaneously handle multiple job task and/or priorities
  • Ability to be objective and discreet with sensitive information
  • Ability to demonstrate a high degree of professionalism
  • Ability to manage high levels of stress
  • Ability to receive and provide constructive feedback
  • Ability to work in a team setting with diverse personalities
  • Ability to work independently with little to no supervision
  • Excellent grammatical, editing, and proofreading skills
  • Excellent organizational and prioritization skills
  • Possess excellent oral/written and interpersonal communication skills

 

#LI-DF1

About Us

WE Communications:

WE is one of the largest communications and integrated marketing agencies in the world. We’re independent, we’re all about our people — both our clients and our employees — and we believe in the power of communications to move audiences to positive action. 

 

For more than 30 years, we have been helping translate complex innovations into powerful, persuasive stories. Our sector expertise across key verticals — including technology, healthcare, consumer, and brand purpose — translates into insights and strategies that are informed, current and credible.

 

We work with companies that are embracing the ever-evolving digital world to reinvent themselves, to deliver new value to their customers or reach them in new ways and ultimately improve people’s lives.

 

Equal Opportunity: WE provides equal employment opportunity and does not discriminate against an employee or applicant because of age, race, color, religion, gender, national origin, veteran status, disability, sexual orientation, gender identity or expression, marital status, or other legally protected class status.

 

Diversity and Inclusion: WE values a diverse and inclusive workforce and is committed to creating a workplace where everyone thrives. We promote an atmosphere in which diversity of people and ideas are welcomed and valued. Diversity includes differences in race, religion, gender identity or expression, age, lifestyle, ethnic background and sexual orientation as well as differences in experiences and ideas.

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