About the Role:
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising BEST judgment to reflect CEOs style and organization policy.
Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a barometer, having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEOs needs in advance of meetings, conferences, etc
Responsibilities:
Anticipating needs of Executive and TeamCoordinate all Executive Team meetings and off-sites and assist with staff meetings and events as neededPrompt and Professional Email Communication; Internally & Externally Take Meeting Notes and send follow up recaps; internally and externally Manage all aspects of organizations office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.Manage Airtable trackers: Vendor Contact Sheets, Client Contact Sheets, Travel Sheets up to date Work closely with Project Manager to keep Project Tracker current and up to dateServe as the liaison between the CEO and team for requests, meetings, notes, updates Replenish office materials such as snacks, printer supplies, paper, office supplies, etcProvide event management support as requestedReceive and process mail from WE WORK Shipping & Handling (Ingoing and Outgoing);Managing Fedex Account, Uline, Quill, City Messenger Service Accounts Inventory for all incoming mail and materials from clients and provide update to specific project producer Scheduling/Canceling Meetings and AppointmentsPrioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagementsAssisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondenceBooking travel arrangements for CEO and team travel and providing travel confirmation sheets, itineraries and any pertinent information; all travel should include Hotel, Flights, Uber, Crew Meals/Catering, Black Car Service, Team/Client Dinner Activities and Reservations Keep All Trackers up to date with timely updates when trackers are updatedResearch new and Creative ways to organize/prioritize/send reminders/complete tasksCultivate client relationships through special personalized notes and client giftingManage Storage Inventory Maintain Merch Orders for L22 Staff and Crew Assist Creative Accounts with event recaps and specified social media posts on League 22s page Keep L22 Capabilities Deck up to date and filed in box ready for sharing Travel to events as needed; set up production office on site as needed Qualifications:
- 1-3 years of administrative experience
- Agency experience preferred
- Exceptional organizational skills
- Adheres to process and operational procedures
- Ability to write effectively, persuasively, and professionally
- Exceptional interpersonal and relationship building skills
- Flexibility and adaptability to fast paced work environment
- Proficient in Google Suite, Keynote, Airtable, and Basecamp
- Must be willing to travel
Benefits:
- 100% Employer Paid Benefits (Medical, Dental, Vision)
- Hybrid work schedule (1 day remote)
- Approved paid holidays, PTO, Sick Time Off
- Quarterly Wellness Stipend
- Sponsored market research events and conferences