Senior Executive Assistant

Title: Senior Executive Assistant
Office: Los Angeles
Reports to: Director of Operations LA

TBWAMedia Arts Lab (or MAL as you’ll hear us called) is the bespoke global advertising agency dedicated solely to Apple. Our mission is to create smart, simple and iconic work that transforms business and makes culture for the world’s best brand.

We believe that what MAL creates belongs to everyone; and everyone belongs at MAL. We think creativity lives in open, safe and brave spaces, where diverse perspectives can come together, free of prejudice and discrimination. We strive to be a partnership of equals. Everyone has a role to play here, and we invite you to bring your fully authentic and crazy selves to this space. Together, we’ll do the best work we’ve ever done.

We’re headquartered in Los Angeles, California, with 5 further international hubs and over 800 people making great work for Apple in 26 markets around the globe.

A Senior Executive Assistant at MAL needs to be motivated, detail oriented and a problem solver. This role will support key personnel on all levels from admin duties to project management. They will work alongside the admin team (local and global) to help manage communications, streamline meetings and keep schedules on track.

The Work

For Key Personnel:

• Scheduling: assist and field meeting requests in a timely manner (fast and efficient)
• Expenses: submit receipts and work with finance department for approval/reimbursement
• Travel: work with MAL travel agent to book flights, hotels, car service
• Pay flex: submit any receipts/claims for FSA
• Working meals: order, pick up, and expense any food/beverages
• IT: work with help desk to ensure tech needs (computer, phone, office equipment etc) are updated and running smoothly
• Event planning: organize executive team off-sites, all agency meetings, reservations
• Manage ICR travel with Account leads and travel agent
• Manage ICR meeting on site with Account leads, admins and Office Services
• Manage communication and workflow between executive and various departments

The Discipline

• Leading executive project coordination
• Form close working relationship with client admins
• Model exemplary client communication skills to the rest of the admin department
• Helping with admin new hires and training
• Helping manage calendar coverage for admin department
• Responsible for food and beverage corporate credit card: process, usage/approvals, and reconciling with finance department

The Team

• Maintain strong, trusting, open relationships with internal departments & MAL counterparts (the client, MAL global offices, TBWA etc)
• Engage and adapt to any audience, always considering context when communicating with others
• Attend and participate in admin department meetings (share best practices or learnings)
• Team player, highly collaborative, with a positive ‘can do’ attitude

Requirements for this position include:

• Minimum of a Bachelors degree or equivalent business experience preferred
• Someone with 5+ years work experience in admin support to agency executives or C suit levels
• Must be able to work on several requests/projects simultaneously (organized and detail oriented)
• Occasionally willing to work non-traditional hours
• Interested in a fast pace work environment
• Must be an excellent written and verbal communicator to keep key personnel informed
• A friendly, flexible & resourceful individual with the ability to communicate well with people at all levels
• Proficient with Apple products and programs