Job.
Brooklyn.

Executive Assistant BK.

Job Description.

Huge is looking for an Executive Assistant to provide support for executive leadership in the Brooklyn office. You will organize and support all daily activities, meetings, and travel, and interact with all levels within the organization to manage communication between executives, management, and employees, as well as clients, vendors, and business partners.

This role is fast-paced and demanding, requires attention to detail, great writing skills, the ability to self-manage, and the poise and professionalism to represent the company’s executive leadership.

Responsibilities:

  • Manage complex Google calendars, ensuring time management. Schedule appointments, meetings, and interviews. 

  • Facilitate logistics such as meeting locations, travel, and calendar logistics.

  • Manage, file and submit executive expense reports according to company policy (experience with the Concur expense reporting system is preferred).

  • Coordinate complex travel logistics as needed.

  • Manage, facilitate and prioritize communication flow (calls, written communication, meeting agendas/notes).

  • Assist with coordinating initial meetings with prospective clients, coordinating pitches and rehearsal time, (all logistics including date, time, travel, rooms, attendees, conference calls, anticipating IT needs, etc).

  • Acts as a strategic advisor to the C-suite.

  • Develop deep knowledge of the organization’s culture, structure, work, strengths, and challenges to generate creative, effective ways to improve functioning, procedures, protocols, and planning. 

  • Assist in strategic business initiatives from development through successful execution under the guidance of senior leadership and departmental heads.

  • Serve as a trusted strategic advisor and sounding board in assessing strategic and tactical opportunities.

  • Completes special projects as needed: presentations, research, etc.

Direct Support of X

  • Work with leaders to set strategic priorities: help identify areas where leaders should direct their focus as well as metrics for success, revisiting metrics regularly, and evaluating progress against them.

  • Build strong relationships across the organization to enable strong collaboration and an ability to solve complex problems when necessary.

  • Strategically manage leaders' time: look at leaders' external opportunities, including long-term travel and meeting plans, and assess their fit against priorities.

  • Act as gatekeeper: ensure  X or leadership involvement in project or decision-making processes takes place at key times, where their input and authority are most needed.

  • Manage internal and external communications: partner with the X or leadership  to draft company communications, reports, and presentations on their behalf.

  • Liaison between staff, executives, senior leaders, and CEO, regarding company climate, project updates, proposals, and planning.

  • Act as a subject matter expert, handling inquiries and developing action plans to address them, and assisting with the preparation and dissemination of communications.

Meeting and Event Preparation

  • Prepare for and follow up on meetings: prepare leaders for upcoming meetings by ensuring they have all the information necessary to be productive and engaged.

  • Organize company retreats, conferences, and other special events.

  • Execute efficient regular leadership team meetings, setting agendas, and guaranteeing follow up actions.

Project Management

  • Oversee large, often cross-functional, organization-wide projects or initiatives; bringing together important stakeholders to help drive decisions.

  • Manage annual strategic planning process by acting as a project manager and ensuring alignment with the CEO and leadership team.

  • As a partner to X, draft company communications, reports, and presentations.

  • Report on and drive cross-team initiatives and/or projects and bring together important stakeholders to help drive decisions.

What we'd like to see:

    • Experience working in an executive support role, handling confidential information and documentation (prior administrative or customer service experience preferred).

  • Ability to work independently in a fast-paced, high-pressure environment.

    • Strong coordination skills: ability to balance multiple tasks and prioritize work in order to meet deadlines.

    • Proficiency with Google Suite, MS Word, and Excel.

    • Keynote experience is a plus.

  • Experience handling all details of travel arrangements.

  • Demonstrate strong verbal, interpersonal, and written communication skills.

  • A high degree of professionalism and a commitment to excellence.

About Huge.

Huge is a global experience agency made up of creatives, designers, technologists, strategists, and data scientists. We help companies elevate the human experience by creating unified brand experiences that people love. We work with clients such as Google, McDonald’s, FCA, Brooks Running, P&G, and others, who are as committed to shaping culture and defining the future as we are. Headquartered in Brooklyn, we currently have more than 1,200 employees working across 13 offices in North America, Latin America, Europe, and Asia.

Huge is committed to creating an inclusive employee experience for all. Regardless of race, gender, religion, sexual orientation, age, disability, or if you’re parenting the next generation of innovators, we firmly believe that our work is at its best when everyone feels free to be their most authentic self.

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