General information

Agency: Initiative

Job Function: Administration

Location: Los Angeles, United States

Job Ref#: 6956

Description & Requirements

Position Summary

The Executive Assistant is responsible for providing key support to Executive team members. This position requires the ability to anticipate needs, critical thinking, problem solving and being detail oriented with a high level of professionalism and confidentiality.

Key Responsibilities

CCalendar Management - prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements

 Administrative Tasks that facilitates the Executive's ability to effectively lead  - including: assisting with special projects; town halls; client presentation decks; collecting and preparing information for meetings with leadership, clients and external parties; create and prepare correspondence; maintain contact lists; travel arrangements; expense reporting and timesheet management. Over time, may manage email inbox and correspondence.

Proactive in Nature - work closely with the Executive's to keep them well informed of upcoming meetings, presentations and following up appropriately. Have a sense of what is taking place each week/day and anticipate the needs in advance of meetings, presentations, etc.

Coordinate  team meetings, town halls, conferences, offsites, etc.

Bridge of communication between Executive's and agency team members - provide "gatekeeper’ and "gateway" role demonstrating leadership to maintain credibility, trust and support.

·       Event Management Support - in coordination with our Marketing Team as needed.

Establish relationships both internally and externally as representation of the Executive's.

Project Management - look for ways to streamline operations; bring stakeholders together to help drive decisions and provide oversight on agency wide projects or initiatives.

·       Excellent communicator in written and verbal form.

·       Excellent calendar management skills, including the coordination of complex executive meetings. 

·       Strong fluency in MS Office, including Word, Excel, PowerPoint and Outlook.

Experience assisting management with the creation of PowerPoint presentations.

·       Ability to multi-task while demonstrating a high level of attention to detail.

Ability to collaborate well with staff, clients and vendors at all levels

Make appropriate, informed decisions regarding priorities and available time.

Ability to complete a high volume of tasks and projects with little guidance.

Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

Have Initiative.

Excellent judgement is essential.

The desire to learn and grow and take on increasing responsibility.

Uphold a strict level of confidentiality.

Ability to switch gears at a moment’s notice.

Desired Skills & Experience

BBachelor’s degree in related field or equivalent work experience

·  7+ years in a business or executive management role

Employment Transparency

It is the policy of Mediabrands, division of the Interpublic group, to provide equal employment opportunities to all employees and applicants for employment without regard to race, color, ethnicity, gender, age, religion, creed, national origin, sexual orientation, gender identity, marital status, citizenship, genetic information, veteran status, disability, or any other basis prohibited by applicable federal, state, or local law. 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

The employer will make reasonable accommodations in compliance with the American with Disabilities Act of 1990. The job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and other job functions are subject to modification. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions.  

For applicants to jobs in the United States: In compliance with the current Americans with Disabilities Act and state and local laws, if you have a disability and would like to request an accommodation to apply for a position with Mediabrands, please email accommodation@mbww.com

About Us

Initiative is different to other media agencies.
We are not trapped by a legacy structure primarily centered on paid advertising. Instead, we are liberated by a new world structure designed to deliver highly differentiated and highly effective communications strategies for our clients.
We are the world’s fastest growing media agency built upon the strongest strategic capability of any agency in the market. Core to this strategic proposition is the belief that the faster a brand can move through culture the more relevant it can become.
We call this Cultural Velocity ™.
Our process is designed to create ideas that move through culture through unique insight, market leading analytics and strategic media brilliance.
Our new world model is comprised of “craft centers” – Client Advice and Management, Strategy, Communications Design, Partnership and Culture, Insights & Analytics.