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Executive Assistant

New York, New York, United States

Executive Assistant 

About United Minds

United Minds, part of the Weber Shandwick Collective, is Weber Shandwick’s in-house management consultancy that helps clients transform their organizations, with a particular focus on the people’s side of change. We are dedicated to making business more human through organizational transformation.

It is through this enduring purpose that we are able to work each day alongside a global team of warm, intelligent business strategists, writers, organizational psychologists, photographers, actors and teachers.

Together, we support change management, leadership impact, DE&I, employee experience and culture initiatives for some of the world’s most recognizable brands.

The Opportunity

United Minds is looking for a seasoned Executive Assistant to support the team with day to day administrative and operational duties. The ideal candidate will be someone who is proactive, resourceful, highly organized, diligent, detail-oriented, efficient, and takes initiative. This EA would be unflappable and thrive in a high-intensity, fast-paced environment. Due to the nature of the work, the candidate must have meticulous attention to detail and able and eager to manage multiple responsibilities.

Responsibilities

• Provide EA support for United Minds’ CEO including:
  • Calendar and appointment management (navigating both internal teams as well as interfacing with clients and prospects)
  • Time and expense submissions
  • Domestic and international travel arrangements, including preparation of detailed travel itineraries
  • Oversee logistics and provide both on-site and virtual support for internal and external meetings (scheduling, room booking, catering, material prep, key stakeholder coordination, etc.)
  • Office expenses, including supplies, subscriptions, and gifts
• Provide light administrative support to:
  • 5 members of UM’s senior leadership team (travel, expenses, basic meeting support)
  • VP, Operations (logistics for internal team meetings, and coordination of operational processes such as onboarding, resourcing and L&D trainings, etc.)
• Support senior team in keeping appropriate agency systems updated (e.g. client and team listservs, etc.)
• Work with team members to create vendor reports and purchase orders
• Galvanize and reinforce company culture through the management of recognition and celebratory events (birthdays, anniversaries, office summer/holiday parties, happy hours, etc.)
• Update, modernize and oversee management of essential team documents and resources
• Other special projects as assigned

Basic Qualifications:

• At least 5 years of professional experience in a fast paced, professional environment
• Previous assistant experience in a professional services organization or agency environment
• Proficient in MS Office, Word and Excel with strong PowerPoint skills and experience editing presentations
• Smart, self-starter, resourceful, service-oriented partner and ready to jump in
• Ability to have discretion with confidential information
• Excellent attention to detail and flawless execution
• Thrive in a fast paced environment and be solution-oriented
• Client service experience a plus
• Knowledge of SAP is a plus

ADDITIONAL INFORMATION.

NYC Salary Range: $70,000-$95,000

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.

The Weber Shandwick Collective recognizes that your health and wellbeing are a priority. This is why we offer a full suite of benefits including: 

• Medical
• Dental
• Vision
• 401k (with employer match)
• Tuition Reimbursement
• Juice Money – $60 monthly reimbursement to be used towards purchases that nourish your health, mind, body, and soul
• MyDays – Flexible holiday schedules
• Short-Term Disability
• Paid Employee Family Leave
• Family Building Benefit

United Minds is proud to be an Equal Opportunity/Affirmative Action employer. United Minds recruits qualified applicants without regard to race, color, religion, gender, age, ethnic or national origin, protected veteran status, physical or mental disability, sexual orientation, gender identity, marital status or citizenship status.

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