Administrative Assistant

Job Summary

We are seeking an extremely competent Administrative Assistant in New York City to support the New York healthcare team with day-to-day administrative and operational duties. This is an onsite hybrid work model position. The ideal candidate will be someone who is proactive, resourceful, highly organized, diligent, detail-oriented, efficient, and takes initiative. They will be unflappable and thrive in a high-intensity, fast-paced environment. Due to the nature of the work, the candidate must have meticulous attention to detail and be able and eager to juggle multiple responsibilities.

Responsibilities

• Oversee logistics and provide critical support for internal and external meetings (scheduling, material prep, key stakeholder coordination, etc.)

• On-site coordination requirements will increase as in-person and in-office meetings and events continue to return

• Presentation coordination and assembly with speakers and contributors is important, so familiarity and a high level of comfort with Microsoft Office (especially PowerPoint) is crucial

• Galvanize and reinforce office culture through the management of recognition and celebratory events (birthdays, anniversaries, etc.) as well as other office activities such as office holiday party

• Update and oversee management of essential team documents, including new business, new hire and marketing materials

• Support senior team in keeping appropriate agency systems updated (e.g. client and team listservs, etc.)

• Partner with Finance, HR and IT on new hires and orientation, tech needs across the office, POs and vendor coordination, etc.

• Provide administrative support for the Executive Vice President and Practice Lead and the Executive Vice President and North America Media Relations Lead, including:

• Scheduling and coordinating travel arrangements;

• Time and expense reporting;

• Calendar and appointment management (navigating both internal teams as well as interfacing with clients and prospects);

• Office expenses, including supplies and subscriptions;

• Some general administrative and telephone support and management of contacts; and

• Special projects as assigned

• Ability to have discretion with confidential information

Qualifications

Basic Qualifications:

• BA or BS degree

• At least 1-2 years of professional administrative experience in a fast paced, professional environment

• Available to be in office 3 days a week minimum

• Proficient in MS Office (Word and Excel) with strong PowerPoint skills and experience editing presentations

• Extreme attention to detail, ability to multi-task and juggle priorities

• Smart, self-starter, resourceful and ready to jump in

• Solution-oriented in a fast paced environment

• Excellent communications skills

• Experience in meeting coordination and event planning

• Experience working on multiple projects

• Client service experience a plus

The Weber Shandwick Collective recognizes that your health and wellbeing are a priority. This is why we offer a full suite of benefits including:

• Medical

• Dental

• Vision

• 401k (with employer match)

• Tuition Reimbursement

• Juice Money - $60 monthly reimbursement to be used towards purchases that nourish your health, mind, body, and soul

• MyDays - Flexible holiday schedules

• Short-Term Disability

• Paid Employee Family Leave

• Family Building Benefit

NYC Salary range: $55,000 - $70,000

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; 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.

Weber Shandwick is proud to be an Equal Opportunity/Affirmative Action employer. Weber Shandwick recruits qualified applicants without regard to race, color, religion, gender, age, ethnic or national origin, protected veteran status, physical or mental disability, sexual orientation, gender identity, marital status or citizenship status.

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