Administrative Coordinator, Marketing & Special Projects, Consulting, New York

About Ogilvy

Ogilvy was founded in 1948 by David Ogilvy. David created a culture that deeply respects and cares about its people and clients. Our mission is to inspire people and brands to make an impact and we are committed to attracting, growing, and retaining the best talent in the industry.

About the Role

Ogilvy is seeking an experienced Executive Assistant to join our New York office to partner with our senior level executives to deliver operational excellence, communicate with internal and external industry professionals on a global scale, and work with employees at all levels within the agency. We're looking for an efficient collaborator who is highly organized, able to build relationships, and draws upon the expertise of Ogilvy's vast resources and capabilities. This position provides the opportunity to learn about corporate strategy, positioning, and operations from the agency's most senior leadership. For the right person this can be a huge growth and development opportunity and a steppingstone to a successful career within the world's greatest creative network,

What You'll Do

Project Management / Coordination

• Lead team operations including internal communications, email distribution lists, technology, upgrades, new hire coordination, time keeping assistance, etc.
• Assist senior executives and their teams in conducting research, preparing presentations (PowerPoint & Keynote) and reports, and tracking a variety of details
• Assist senior executives with calendar management and meeting coordination
• Plan and organize travel arrangements (domestic and international) which includes researching and scheduling the best options, dealing with necessary changes/adjustments to the itinerary, and preparing related expense reports via our travel and expense platform Concur
• Handle document preparation and create and/or edit using advanced features of Microsoft Word, Excel, PowerPoint
• Anticipate upcoming needs, risks, and hurdles, and provide ideas to mitigate any issues that might arise
• Collaborate with consulting teams to design presentations and artifacts with quick turnarounds, communicating ideas in visually compelling and potent ways
• Manage multiple task lists, seeing tasks through to completion, often under tight deadlines
• Lead and complete special projects as required
• Assist with coordination of team internal meetings and events, including booking rooms/spaces, ordering and managing catering, and coordinating with in-house facilities
• Assist with supply maintenance and orders
• Provide backup support to other EAs when they are out of the office

What You'll Need

• Previous experience in an agency administrative support role to a senior-level leader is a plus
• Proven time management and organizational skills and an exceptional ability to pay attention to detail in a fast paced, multi-tasking environment
• Must possess strong administration/office skills including business etiquette, answering phones, and fielding requests (ability to act as a "gate keeper")
• Solid experience with presentation design programs such as PowerPoint, Keynote, Google Slides
• Proficiency with Microsoft Office (SharePoint, Excel, .oc) as well as MS Outlook for scheduling and communication, preparation of documents, and reports
• Extensive experience with calendar management, travel planning (including domestic and international travel), and expense reports
• Strong multi-tasking skills and the composure required to display grace under pressure
• Proven ability to take initiative and think and plan ahead
• Discretion, good judgment, and a high degree of confidentiality
• Detail-oriented, collaborative mindset
• Ability to balance and prioritize business objectives
• Willingness to pitch in wherever necessary with a "no task too big or small" mindset

How We'll Support You

Ogilvy celebrates its people. Fully. Enthusiastically. Unhesitatingly. We will empower you with the tools you'll need to succeed. We'll give you the autonomy to seek out new paths and better ways of doing things. We'll support you with colleagues who are experts in their disciplines, drawn from across the Ogilvy network. And we'll provide opportunities for you to do work of which you will be proud, with people you'll be proud to call your teammates.

The base salary range for this position at the time of this posting is indicated below. Individual compensation varies based on job-related factors, including location, business needs, level of responsibility, experience, and qualifications. We offer a competitive benefits package, click here for more details.

Pay Range

$40,000-$70,000 USD

At Ogilvy, our people are at the heart of what we do: a creative agency that sparks game-changing ideas across culture and business through collaboration, integrity, and a celebration of self-expression.

We believe in building powerful teams with purpose. This means hiring and nurturing talent across all races, ethnicities, religions, abilities, sexual orientation, and gender identities - and we relentlessly curate transformative initiatives that make our commitment to fairness, and equity a reality.

Our ultimate mission is to leave a positive impact on the world, creating a better future for all, while supporting and uplifting the global communities we serve. This is central to our mantra of Borderless Creativity.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.