Administrative Assistant

Company Description

Digitas is the Networked Experience Agency, built on the vision that we create magnetic experiences that earn the right for brands to exist in human networks. Today, and tomorrow. We deliver Networked Experiences by leveraging comprehensive data, technology, creative, media and strategy capabilities. Digitas delivers ambitious outcomes via unique solutions that include Creative Experiences, Integrated Media, Addressable Relationships, Social Marketing and Total Commerce. Celebrated by Ad Age as Data and Insights Agency of the Year, U.S Campaign's Brand Experience Agency of the Year, Media Network of the Year and celebrated by Forrester and Gartner, Digitas serves the world's leading brands through a global network comprised of more than 5,500 employees across over 65 offices in 43 countries.

Job Description

We are the connected marketing agency, a full-service agency with modern creative & media, data, and technology services all under one roof.

We are connected in the way we think and the way we work. At the heart of our company are great people that we call Unicorns. Our Unicorns are open, bold, and curious and love to solve complex problems for clients in unique ways.

We're looking for an Administrative Assistant who can manage and coordinate calendars for capability, often involving extensive researching. Schedule/coordinate appointments between clients, keeping appropriate staff and other personnel informed as needed. It's not a small or easy task, but it's a fun and rewarding one. If you think you're up for it, read on.

Tasks and responsibilities include:

• Act as the liaison with clients; answer department's phone, handle calls appropriately (e.g. handwritten message, voicemail, re-direct); Transcribe from tape, voice mail, handwritten notes, etc.

• Create professional PowerPoint Presentations utilizing charts, diagrams and graphs

• Maintain and distribute all correspondence/status reports for individual Client teams

• Arrange domestic and international travel plans (e.g., flights, hotel, car, ground transportation, upgrades, visa/passport) that may involve multiple locations

• Confirm accuracy and completeness of arrangements and deliver tickets and other documents

• Research information from the internet to generate reports as needed

• Arrange all aspects of on-site and off-site group meetings (space, catering, technology, transportation, materials, etc.)

• Coordinate work through service departments as appropriate (e.g., Graphic, Travel, Facilities, etc.) to ensure accuracy and completeness of arrangements/deliverables.

• Maintain current knowledge of Digitas technical (software, hardware, virtual) capabilities

• Provide assistance with copying, faxing, and distribution of materials

• Coordinate Client/department functions

• Collect time sheets and submit on time

• Assist with T&E preparation

• Maintain team vacation and office in/out schedule

• Provide reception backup coverage

• Proactively assist other Departments/ AA's during downtime

Traits & Distinguishing Characteristics:

• Display a professional, detail-oriented and proactive approach

• Able to work independently and adapt to new situations

• Proficiency in or demonstrates capability to quickly learn the tools of the position

• Desire to excel and have an impact on the company's growth

Qualifications

To qualify, you'll need:

• Two or Four year degree

• 1-3 years experience

• Demonstrate strong verbal, interpersonal, and written communication skills

• Proficiency in Word, Excel, and PowerPoint

• Organized and able to handle multiple tasks in a fast-paced environment

• Demonstrated strong task management skills

• Demonstrated strong relationship management skills

• Candidate must be open to travel as needed

Got what it takes? We'd love to hear from you.

Additional Information

Digitas is an equal opportunity employer.

"Compensation Range: $25 - $30/hr. This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on the skills, qualifications, and experience of the applicant along with the requirements of the position, and the Company reserves the right to modify this pay range at any time. This role may be eligible to participate in our freelancer/temporary employee medical plan through a third-party benefits administration system once certain criteria have been met. This role may also qualify for participation in our 401(k) plan after eligibility criteria have been met." If your requirements fall outside of this range, you are still welcome to apply. The Company anticipates the application window for this job posting will end 7/10/2024.