New York

Executive Assistant

Your community:

Our commercial & operations community looks to support our people in creating transformative brands that move businesses, people and the world forward. Our business never stands still; we believe that our commercial & operations activities shouldn't either. We strive for continuous improvement of our tools and processes to support growth while retaining the work's quality talent, and culture, enabling our people to do the best work of their lives

Your role:

You play a critical role for the US President, Global Principals, and Head of HR in ensuring they have administrative support across all areas of their role. You anticipate what needs to be completed and are proactive in ensuring that others deliver in line with agreed time frames. You work closely and collaborate with the commercial team, to deliver on projects which enable our people to ensure they have the right environment to work in to do the best work of their lives.

In addition, you are the administrative lynchpin for our Global Principal Group, ensuring that all commercial administration is completed to our commercial teams standard. Taking administrative pressure off them wherever possible.

You are responsible for:

Administrative Support for the US President & Global Principal Group:

Support for the US President:

  • Acting as a gatekeeper for the US President, ensuring they have adequate time to prepare for meetings and reflect on conclusions
  • Managing the US President’s time against conflicting business priorities and international time zones
  • Ensuring US President is adequately prepared for meetings with relevant documents, briefing papers, reports and presentations
  • Proactively preparing US President driven exec calendar, agendas, outputs and follow-through
  • Arranging meetings whether that be direct with clients, colleagues and or through a third party such as the Engagement communities
  • Organizing and entering timesheets for relevant codes for the US President
  • Managing and submitting expenses for the US President (maintain receipts, & submitted on a timely basis)
  • Making travel arrangements for US President
  • Making non-client travel arrangements for Global Leadership Meetings

Support for the Global Principal Group:

  • Organizing and entering timesheets for relevant codes for the Global Principals
  • Managing and submitting expenses for the Global Principals (maintain receipts, & submitted on a timely basis)
  • Liaising with the commercial & engagement teams to ensure accurate and timely timesheet completion of the GP Group. Where appropriate entering on the GP’s behalf
  • Developing strong relationships within Wolff Olins and Omnicom operational functions i.e Paige and Building Services
  • Ad-hoc administrative requests from the US President, GP Group, & Head of HR
  • Organize quarterly company meetings, supporting local leadership as required
  • Organize Global Leadership Meetings, including venue hire where appropriate
  • As part of the commercial team, support with ad-hoc administrative tasks
  • Making travel arrangements for all Global Principals
  • Making non-client travel arrangements for Global Leadership Meetings

Administrative Support for the HR Team:

  • Acting as a support for our HR Team and Head of HR, OMC administrative tasks, ad hoc administrative support, and recruiting coordinating and scheduling
  • Supporting the People team with the recruitment process
  • Acting as the coordinator and point of contact for applicants and recruiters
  • Scheduling, organizing, and managing interviews for all candidates
  • Organizing and managing the applicant tracking system

You will:

You will have significant experience in supporting a range of senior leaders within a creative environment. You will enjoy multitasking, having an interest in the details, and be comfortable with handling sensitive information. You will have exceptional verbal and written communication skills and will be proficient in packages such as Microsoft Office. You will want to get stuck in, and have fun while doing it.

  • 3+ years in a Administrative role, specifically supporting executive leaders
  • Strong attention to detail and calendar management with a focus on the highest standards
  • Excellent communication and email management skills
  • Ability to work independently, multitask, and drive towards aggressive deadlines
  • Strong analytical, written and verbal communication skills
  • Thoughtfulness, flexibility and a positive attitude
  • Great team player with a collaborative mindset towards the team
  • Passionate about building and supporting teams and cultures

You should:

Have an eye for detail - you are focused on making sure the detail is right, you place to delivering to deadlines and are willing to conform to standard procedures.

Be flexible - you take the optimistic view; you accept change and new challenges. You cope well with uncertainty and are receptive to feedback.

Be Supportive - you are a good listener, you are empathic and have an interest in understanding why people do things. You are team orientated and considerate of others, ensuring that others viewpoints are taken into consideration.

Be structured - you should be organized in your approach to work on multiple tasks and will stake steps to prioritize work. You are principled in upholding standards, confidentiality, and ensuring the business behaves ethically. You enjoy working at a fast pace and enjoy being busy.

Be proactive - you seek ways to solve issues and present solutions, do not wait to be told what to do but use experience and knowledge to preempt problems that may arise and offer resolutions.

Build relationships - you enjoy interacting with others and establish rapport quickly while building your network.

Our focus on people and the world:

Wolff Olins believes in creating an environment where people can bring their whole selves to work. We are interested in our people having diverse points of view and different perspectives on the world. We set out to equip our people with the knowledge, confidence and tools to do the best work of their lives. Our purpose is to help our people create transformative brands that push businesses, people and the world forward. We are happy to talk about flexible working.