Administrative Assistant

New York
Feb 24, 2014
Mar 26, 2014
Patty Rafuse
Advertising, Other
Full Time
JWT is looking for a temporary Coordinator/Administrative Assistant to support the Managing Director and 2 Account Management teams in the New York office.

Responsibilities of the role will include, but not be limited to:
•Manage corporate scheduling of meetings
•Coordinate client facing events and meetings
•Proactively create and contribute to a strong work-flow within the teams
• Contribute to the dynamic of teamwork
•Schedule travel team members and clients when needed
•Coordinate team meetings and other team activities/events
•Generate presentations/documents using Word, Excel, and PowerPoint and make or arrange for copies, binding and distribution
•Arrange travel – domestic and international; passport renewal & visas, hotels, flights, cars, trains
•Manage business expenses – obtain receipts from manager and/or vendor, submit expense report, file, follow-up
•Handle all incoming calls
•Handle all incoming invoices; coding and follow-up with Finance and Accounts Payable as needed
•Arrange conference calls, internally and externally as well as oversee video conferences with multiple locations domestically and/or internationally across time zones in coordination with internal AV team
•Handle all mail – incoming and outgoing
•Setup meetings as directed – working with approved caterers, room scheduling and set-up, A/V, follow-up with participants regarding timeliness of meeting and changes in schedule
•Maintain supplies through supply center and through procurement department
•Keep organized files as directed on all accounts, expenses, personal, and JWT general

•Ability to work well in a fast-paced environment and understand immediate change in direction
•Understand urgency
•Anticipate needs of managers
•Dynamic interpersonal skills; work with all JWT departments
•Communicate efficiently and effectively with executives direct reports and senior management
•Highly detailed
•Must be able to communicate with all levels of administrative staff from requests to following up on meeting requests
•Must be able to work flexible hours, resourceful and well organized
•Excellent communication skills, written and oral
•Proficient using MS Office suite and knowledgeable about all social media platforms
•1+ years of support experience in a creative environment

Please include cover letter with resume.

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