Administrative Assistant

WHY YOU’LL LOVE THIS JOB
We believe that what a brand does is more important than what it says—we want you to help brands do amazing, unprecedented, wild things, creating experiences that people never forget.

WHY YOU’LL LOVE DOING IT AT MOMENTUM
Because the idea that a brand’s action is more important than its rhetoric is the key to our entire approach. It is all about the experience and we can—hands down, bar‐none—create that better than anyone else. That’s not jargon or ego—it’s truth. Experience creates the connections that lead to loyalty, advocacy and sales. So we imagine and create those things here, in what we call the total brand experience. And how we do it is with genius, dedication, strategic thinking and working together as collective groups. Before you get any ideas, it’s important you know we’re serious about taking care of each other here. So think on that. We work too closely not to have fun together. We work too smart not to make the world better. And we work too well not to continually push for more. Think on all that, too.

WHAT WE ARE LOOKING FOR
We are looking for a rockstar Administrative Assistant who will play an integral role in the day-to-day operations of the Executive Vice President you will support. You will be part of a driven and fast-paced team with lots of moving parts, so it is important that you can multitask and think quickly on your feet. The right candidate is extremely organized and intuitive, but not afraid to ask questions and learn. Being a part of Momentum means you get to watch big ideas come to life, so we’re looking for someone who is excited to jump right in.

• Maintaining Managing Director’s calendar, scheduling all meetings and conference calls, fielding e-mails and phone calls, handling meeting conflicts and prioritization issues.
• Arranging all aspects of travel, keeping executive’s travel profile up-to-date, managing approvals for any travel, arranging flights, hotels, rental car and car service, currency exchange using agency and online services, preparing all itineraries and coordinate events and dining.
• Knowing executive’s whereabouts at all times and manage executive’s time, keeping executive organized.
• Manage expense reports including creation and submission of expense reports in a timely manner and tracking payment using Concur
• Telephone coverage: answering phones, taking accurate messages, handling urgent/confidential calls with appropriate judgment.
• Inputting timesheets into Fiori, Momentum’s timekeeping system, on a timely basis
• Possible client interaction with high-level Executives: acting as liaison with clients and their assistants.
• Assisting with PowerPoint presentations – creating, editing, compiling, copy, etc.
• Coordinating content and projects as assigned
• Monitor complex calendars, anticipate meeting preparation (booking conference rooms, sending out meeting agendas, etc.), conflicting schedules and needs of executives involved and prepping Executives for meetings
• Proofing important communications, including marketing and new business materials, as needed
• Becoming familiar with client contacts and current projects in order to facilitate day-to-day client correspondence
• Replying to correspondence and handling issues, where appropriate
• Assisting with events and projects associated with executives on an as-needed basis
• Coordinating all related conference rooms including any catering, audio/videoconference set up
• Coordinating client outings, dinner, meetings, etc.
• Navigating Agency’s resources: interfacing with various departments on behalf of executive to collect information, respond to requests, etc.
• Handle confidential and non-routine information with high level of discretion
• Supporting Momentum’s values
• All other duties as assigned

• Bachelor’s degree preferred
  Proven success in an administrative role with a minimum of 1+ years of business experience
  Experience in marketing/advertising/PR agency or fast paced environment preferred
  Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
  Must be customer service oriented, dependable, self-motivated, enthusiastic, resourceful, and excited and motivated by working in a fast-paced, fun environment
  Exceptional interpersonal and communication skills (verbal and written)
  Demonstrates ability to effectively manage multiple tasks simultaneously with high attention to detail and minimal supervision
  Excellent time management and organizational skills.
  Ability to resolve problems quickly and address internal customers’ needs
  Ability to work collaboratively and independently

SALARY RANGE
The salary range for this position is $45,000 to $55,000. 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; location and region; 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.

At Momentum Worldwide, we value diversity and the uniqueness of all people. We thrive in an inclusive environment, and we recruit, hire and promote without regard to race, gender, age, color, gender identity, gender expression, sexual orientation, ethnic or national origin, citizenship, religion, sexual preference, military or veteran status, marital status, family status, physical or mental disability – or any other legally protected categories as set forth in the applicable state, federal or local laws. This policy applies to all aspects of employment including training, compensation, benefits and all other privileges of employment.

We make our careers website accessible to any and all users. If you need an accommodation to participate in the application process, please contact us at [email protected]. This email address is not for general employment inquiries or vendors; rather it is strictly for applicants who require special assistance accessing our employment website. Due to volume, messages sent to this email address that are not related to an accommodation cannot be answered.