Executive Assistant, IAB - She Runs It

Executive Assistant, IAB

By She Runs It

Executive Assistant

Company: IAB
Location: NYC

The Executive Assistant (EA) serves an integral role in coordinating the activities of multiple senior leaders. He or she ensures that the executive’s time is utilized optimally and facilitates communication and exchange of information.

Key responsibilities include:

  • Manages calendars responds to and sends out meeting requests and ensures schedules are kept up-to-date and accurate. Resolves meeting conflicts and handles reschedules to accommodate more urgent time sensitive requests. Keeps executives informed of upcoming appointments and deadlines.
  • Organizes travel arrangements and accommodations (domestic and international). Reserves transport and accommodations taking into consideration executive preferences, costs, and timing implications. Ensures that executives have necessary travel paperwork. Acquires necessary travel documents, travel tickets, confirmation numbers, visas, and itineraries.
  • Completes monthly business expense reports promptly and proactively follows-up on reimbursements if necessary.
  • Performs administrative tasks. Produces and distributes letters, emails, invoices, reports, and other documents. Prepares agendas for meetings. Records and distributes meeting recaps. Transcribes notes. Make restaurant reservations for business meetings.
  • Provide ongoing status and updates around requested action items. Escalates issues when encountering roadblocks.
  • Organizes and supports meetings. Ensures rooms are booked and set up prior to the start of the meeting including arranging for any necessary technical equipment.
  • Performs additional duties as assigned by executives.

Requirements and Qualifications:

  • Associates degree (Bachelors preferred) with 5-7 years of direct Executive level support
  • Must have experience having managed multiple senior executives (SVP and above)
  • Must be able to juggle multiple competing tasks and demands
  • Demonstrates outstanding written and verbal communication skills
  • Demonstrates ability to prioritize assigned work and complete in a timely manner
  • Must be able to communicate and interact with individuals at all levels of the organization
  • Extremely well organized and detail oriented
  • Team player with a positive, dynamic, and professional personality – excellent interpersonal skills and high integrity/responsibility
  • Able to learn new tasks quickly
  • Event management and coordination skills
  • Demonstrates initiative by identifying issues for executives
  • Ability to function well in a high-paced environment
  • Highly proficient in Microsoft Office: Word, Excel, PowerPoint and Outlook, video conferencing platforms (e.g., Zoom), expense management systems (e.g. Expense Watch)
  • Exposure to digital media and advertising industries preferred

Additional Information:   

All IAB employees are required to be fully vaccinated for COVID-19 as a condition of employment and, therefore, prior to job offer and hire.  Religious and medical exemptions will be provided to the extent required. 

About IAB:

The Interactive Advertising Bureau (IAB) empowers the media and marketing industries to thrive in the digital economy. Its membership comprises more than 650 leading media companies, brands, and the technology firms responsible for selling, delivering, and optimizing digital ad marketing campaigns. The trade group fields critical research on interactive advertising, while also educating brands, agencies, and the wider business community on the importance of digital marketing. In affiliation with the IAB Tech Lab, IAB develops technical standards and solutions. IAB is committed to professional development and elevating the knowledge, skills, expertise, and diversity of the workforce across the industry. Through the work of its public policy office in Washington, D.C., the trade association advocates for its members and promotes the value of the interactive advertising industry to legislators and policymakers. Founded in 1996, IAB is headquartered in New York City.  

The IAB Global Network brings together 45 national IABs and three regional IABs to share challenges, develop global solutions and advance the digital advertising industry worldwide. IABs are located in North America, South America, Africa, Asia, Asia Pacific and Europe. Each association is independently owned and operated, functioning under bylaws consonant with local market needs.  

IAB is a proud equal opportunity employer. We are a drug free, EEO employer committed to a diverse workforce. We will consider all qualified candidates regardless of race, color, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity, family responsibilities, disability, education, political affiliation or veteran status.  

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