Executive Assistant

Full job description

POSITION SUMMARY:

This position provides administrative support to the SVP HCM Transformation, SVP Business Controls, and overall administrative support for the Controller’s team. Normally receiving little supervision on day-to-day work, the assistant will work on special projects and perform duties such as coordinating meetings and conferences, arranging travel, managing paid time off records, and ordering supplies. This individual exercises judgment in responding to non-routine correspondence and may assemble highly confidential and sensitive information.

This person deals with a diverse group of important external stakeholders as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload. The individual recommends enhancements in office practices and procedures that promote the efficient operation of the department.

ESSENTIAL FUNCTIONS:

• Strategic Program Management Office Support: Provides support for organizing key Steering Committee meetings, external consulting onboarding, SharePoint access, back-up for program inquiries via shared mailboxes, distribution of attestation reports as needed
• Backs up executive administrative assistant for the Corporate Controller
• Schedule and organize meetings, travels, conferences, and department activities
• Communicates on behalf of SVP for routine and non-routine questions both internal and external
• Acts as a liaison with other corporate departments and IPG agencies and exercises judgment in the referral of matters to other corporate department stakeholders
• General administrative support, including monitoring dept. time-off records, maintaining phone lists and organization charts, coordinating invoice requests and check payments and ordering supplies
• Vendor purchase order / payment processing support
• Preparation of various Excel spreadsheets, Word processing (familiarity with mail merges, etc.), Assist with creating PowerPoint presentations
• Administering certain data collection activities relating to the quarterly financial close process

EDUCATION, SKILLS AND EXPERIENCE REQUIREMENTS:

• A minimum of 5 years related work experience
• BA/BS Degree a plus
• Must be able to work independently and within a team
• Must have knowledge advanced knowledge of MS Office; beneficial to have experience with other tools such as Concur, SAP
• Excellent oral and written communications skills
• Strong organizational ability to multitask and prioritize work
• Must have knowledge of, office administrative procedures, and use of standard office equipment
• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Excellent attention to detail in composing and preparing materials and planning and executing activities
• Must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate

SALARY RANGE or NYC SALARY RANGE:

The salary range for this position is $80,000 to $100,000. Where an employee or prospective employee is paid within this range will depend on, among other factors, actual ranges for current/former employees in the subject position; market considerations; budgetary considerations; tenure and standing with the company (applicable to current employees); as well as the employee’s/applicant’s background, pertinent experience, and qualifications.

BENEFITS OF JOINING IPG:

One of our primary goals is to support the health and well-being of you and your family. Our compensation plan includes the following benefits, in addition to many others:

• Healthcare Options
  • Medical
  • Dental
  • Vision
  • Prescription
• Dependent and Health Care Flexible Spending Accounts
• 401(k) savings plan with company match
• Flexible based Paid Time Off
• Employee Assistance Program
• Legal Assistance Plan
• Tuition Reimbursement
• Employee Stock Purchase Plan
• Exclusive discounts on cell phones, gyms, and everyday purchases