Executive Assistant
Mars United Commerce Powered by Marilyn© is a global commerce company that delivers all the solutions clients need to grow their business today and tomorrow. Founded by the late Marilyn Barnett, we’ve become global leaders in four key commerce disciplines – Strategy & Analytics, Digital Commerce, Content & Experiences, and Retail Consultancy – that together form a United Commerce Ecosystem that provides all the expertise clients need to navigate the commerce marketing landscape. Our 800+ Martians across North America, Europe, Australia, New Zealand and Asia exist to drive growth for our people, our clients, and our communities all across the globe.
Mars United Commerce is hiring an Executive Assistant to provide administrative and operational support to a senior executive.
PLEASE NOTE: This is role requires onsite collaboration an average of 3 days/week. All candidates must be local to the New York City metro area and willing to commute to our NYC offices on a regular basis.
PRIMARY RESPONSIBILITIES:
- Manage and handle all executive calendar and scheduling needs in Outlook including onsite/offsite events, virtual events, phone calls, and meetings.
- Manage executive email communications, responding and escalating as required.
- Manage executive travel needs including scheduling travel, securing hotel reservations, booking plane tickets/rental cars, and preparing all associated expense reporting.
- Manage and plan onsite and offsite events including catering, location identification, hotel partnerships, identifying vendors, and other logistical needs.
- Partner with marketing, communications, and other internal cross-functional teams to resolve issues.
- Provide additional administrative, operational, and logistical support as requested.
SKILLSETS REQUIRED:
- Prior experience providing support to multiple senior-level executives in a large, fast-paced organization or advertising agency.
- Experience using Microsoft Teams and Microsoft Office (including Outlook, Word, Excel, and PowerPoint).
- Experience using an expense tracking and reimbursement system (such as SAP Concur).
- Ability to manage multiple concurrent requests and understand how to prioritize based on immediacy of need.
- Experience coordinating and planning events including securing travel, catering, and/or lodging as well as coordinating with vendors, sponsors, and other partners.
- Ability to handle and preserve confidential information.
- Flexibility to handle requests before and after business hours as needed.
- Incredibly proactive with a natural sense of urgency.
- Outstanding written and verbal communicator with strong interpersonal relationship skills.
- Meticulous attention to detail.
- Highly collaborative, organized, efficient, flexible, and nimble.
Mars United Commerce is an Equal Opportunity Employer and will recruit, hire, train and promote persons in all job classifications without regard to race, ancestry, creed, color, sexual orientation, gender identity, age, national origin, disability or handicap, HIV, veteran, marital or family status, or any other status or condition protected by applicable state and/or federal laws, except where a bonafide occupational qualification applies.
Mars United Commerce has developed a wide variety of inclusive benefit plans and policies that address and promote the needs of all employees and their family members, including comprehensive group health plans, a parental leave program that includes paid maternity and paternity benefits for pregnancy, adoption and surrogacy, flexible paid time off, a broad and confidential employee assistance program, ongoing wellness support initiatives, trusted financial health advice and guidance, promotion of education through tuition support and assistance, and a flexible and supportive work environment and culture.
Compensation Range: $81,000 - $90,000 annually. This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on the skills, qualifications, and experience of the applicant along with the requirements of the position, and the Company reserves the right to modify this pay range at any time. Temporary roles may be eligible to participate in our freelancer/temporary employee medical plan through a third-party benefits administration system once certain criteria have been met. Temporary roles may also qualify for participation in our 401(k) plan after eligibility criteria have been met. For regular roles, the Company will offer medical coverage, dental, vision, disability, 401k, and paid time off. The Company anticipates the application deadline for this job posting will be January 13, 2025.
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