Executive Assistant

New York, United States Full-time

Who We Are

We are Mekanism.

Mekanism is an award-winning, independent, full-service advertising agency made up of creative entrepreneurs. With offices in San Francisco, New York, Chicago and Seattle, we serve as collaborative business partners with some of the world’s best brands, including Ben & Jerry’s, HBO, MillerCoors, Peloton, Facebook, Charles Schwab and Alaska Airlines. Our creative approach to brand building is best described as “The Soul & Science of Storytelling”: Communicating a brand’s purpose with ideas informed by data and rooted in human truths.

Mekanism has been named to Ad Age’s “Agency A List” and twice to their “Best Places to Work”. We have also been listed on Creativity’s “The Creative 50” and have been recognized by Effie as one of the “Most Effective Independent Agencies”. We have been profiled by The New York Times, Fast Company and ABC’s Nightline. Mekanism’s campaigns have been covered and studied by Harvard Business School.

Our Mekanistas take great pride in making unconventional campaigns for brands in conventional categories.  What is a Mekanista you ask? Being a Mekanista requires a rare combination of being a strange, wonderful and talented person who enjoys coffee, Ping-Pong and impromptu rooftop jam and workout sessions.  We are smart, strange, wonderful folks that brave our contentious and often spirited brainstorming sessions to make advertising magic.

The Executive Assistant

The Executive Assistant is the right hand man/woman to our President/CEO.  You are the yin to his yang and the sharer of one brain. You can be a velvet hammer on one day and a wizard pulling a rabbit out of the hat on the other.  We just need someone who loves no day being the same, wearing multiple hats and being outside the box of a traditional job description.

Responsibilities

Administration & Organization:

  • Assist with calendar management by maintaining an organized, up-to-date calendar and resolving scheduling conflicts to ensure consistent communication and planning with multiple stakeholders
  • Review schedule daily and ensure that the Executive(s) are aware of any materials and information they need to be prepared for upcoming meetings
  • Manage travel and meeting arrangements by organizing logistics and liaising with key stakeholders and travel resources to confirm schedules and/or itineraries
  • Provide support when scheduling or travel conflicts arise outside of normal business hours
  • Processes and manages expense reports
  • Completes weekly timesheets
  • Screens phone calls, if applicable
  • Sourcing and sending client gifts

Coordination & Facilitation:

    • Organization of internal meetings as well as special events from conception to execution
    • Schedules monthly calls with senior level clients
    • Schedules and facilitates meetings (candidate interviews, department and team meetings, client meetings, all staffs, speaking engagements, etc.)
    • Coordinates meeting materials, and support cross-functional team members in development of materials.
    • Works closely with other Mekanistas, clients and partner agencies to manage incoming and outgoing communication
    • Assist in writing business and/or client related documents
    • Provides support on projects using Microsoft programs and Google Docs
    • Liaise with key stakeholders to ensure internal and client-facing documents are updated with the appropriate changes
    • Problem solve and help out on random requests

 

  • Be cool with the million other things that might pop up

 

Office Support:

  • Back up to Office Manager handling reception duties as needed on a limited basis
  • Collaborating with Office Managers from NYC and other offices as required
  • Manages food orders, delivery and set up for meetings
  • Help in the décor/interior design of our new office build out, liasoning with the Office Manager and outside contractors

Requirements

  • You must be awesome
  • Bachelor's degree preferred
  • 3+ years administrative work experience and desire career path in administration
  • Passion for the advertising industry, marketing and communications is a must
  • Ability to handle confidential information with discretion
  • Highly organized with the ability to prioritize while thriving in a team-based, fast paced and detail-oriented environment
  • Proven ability to multi-task and quickly change direction on a dime
  • Confident, self-sufficient, problem solver and assertive with a positive attitude
  • Ability to interface with very senior clients and business partners with professionalism
  • Ability to take initiative and be proactive and participate beyond what is required.
  • Ability to communicate clearly and professionally, both verbally and written
  • Ultimate team player with the ability to build strong, long standing relationships with all levels within Mekanism

Apply for this opening at http://mekanism.recruiterbox.com/jobs/fk01fm5?apply=true