Executive Assistant

About Ogilvy

Ogilvy was founded in 1948 by David Ogilvy. David created a culture that deeply respects and cares about its people and clients. Our mission is to inspire people and brands to make an impact and we are committed to attracting, growing, and retaining the best talent in the industry.

About the Role

Ogilvy is seeking an experienced administrative/executive assistant to join our Los Angeles office, supporting some of our senior level executives. This opportunity requires an exceptional administrative professional who can seamlessly manage administrative needs, requiring heavy communication with both internal and external industry professionals on a global scale. We are looking for a person who can own the operations responsibilities for the team and keep things running smoothly. Our ideal candidate will have experience supporting senior-level leaders in an extremely fast-paced environment, and demonstrated experience with travel planning and expense reports, and proficiency in Google/G-Suites.

• This role requires to be in office 3 days per week.

What You'll Do

• Provide administrative support at the executive level in a very proactive fashion
• Plan and organize travel arrangements (domestic and international) to include researching and scheduling the best options, dealing with necessary changes/adjustments to the itinerary, and preparing related expense reports
• Handle document preparation and create and/or edit using advanced features of Google/G-Suite, Microsoft Word, Excel, PowerPoint
• Create and/or edit a variety of presentations using of Keynote and PowerPoint
• Manage multiple task lists, seeing tasks through to completion, often under tight deadlines
• Plan and arrange meetings and events; manage the scheduling of candidate interviews
• Assist manager and team in conducting research preparing presentations and reports, and tracking a variety of details
• Lead team operations including internal communications, email distribution lists, technology upgrades, new hire coordination, time keeping assistance, etc.
• Lead and complete special projects as required
• Own operations for the team and other ad hoc duties as assigned

What You'll Need

• Previous experience in an administrative support role as an assistant to a senior-level leader in a fast-paced environment is a must
• Experience working within creative department
• Must possess strong administration/office skills including business etiquette, answering phones, and fielding requests (ability to act as a "gate keeper")
• Agency experience a plus
• Proficiency with Microsoft Outlook for scheduling and communication, preparation of documents, reports and presentations using G-suites
• Extensive experience with calendar management, travel planning (including domestic and international travel), and expense reports
• Strong multi-tasking skills and the composure required to display grace under pressure
• Proven ability to take initiative and think and plan ahead
• A "can do" attitude and the willingness to perform a wide variety of tasks required to meet the daily demands of the business
• Proven time management and organizational skills and an exceptional ability to pay attention to detail in a fast paced, multi-tasking environment
• Outstanding writing, presentation and communication skills

How We'll Support You

Ogilvy celebrates its people. Fully. Enthusiastically. Unhesitatingly. We'll empower you with the tools you'll need to succeed. We'll give you the autonomy to seek out new paths and better ways of doing things. We'll support you with colleagues who are experts in their disciplines, drawn from across the Ogilvy network. And we'll provide opportunities for you to do work of which you'll be proud, with people you'll be proud to call your teammates.

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