Department: Account Management (SET)
Reports to: SVP, Group Account Director (Austen Tully)
The Executive Assistant & Billing Coordinator is responsible for the production and travel budgeting efforts for Southeast Toyota, as well as administrative support for the Group Account Director on Southeast Toyota and Group Account Director on AdventHealth. They aspire to a career helping to maintain effective day to day operations for one of the agency's largest accounts, including managing budgeting.
The successful candidate will be highly attentive to detail, exhibit strong interpersonal skills with internal and external clients, and someone who enjoys hospitality and inclusion. This position requires a forward-thinking, can-do attitude, with a proactive and solution-oriented outlook, from an individual always seeking ways to add value and think ahead of the others' needs.
DUTIES & RESPONSIBILITIES:
Act as a key support to the SET Account Management & Field team.
Lead monthly production and travel budgeting and reconciliation. Working closely with Finance on billing reconciliation and ensuring that all costs are accurately tracked and reported.
Flagging any foreseeable issues or overages to the Account team. Proactively troubleshooting any billing issues that arise, and managing client-facing communications/updates/follow ups via email.
Lead the compilation and updating of team org charts and contact lists internally, client-side and partner-side.
Lead the coordination, resources and details related to internal or client-side onboarding efforts at 22.
Maintain distribution list management to ensure all inbound and outbound reporting and correspondence reaches the appropriate audiences.
Maintain a key understanding of upcoming calendars to help team prioritize and get ahead of changes as needed (shoots, conferences, client trips/attendees, etc.).
Schedule and coordinate special events and meetings, as needed.
Accurately report time sheets for SVP, Group Account Director.
Coordinate and confirm all travel arrangements for the SVP, Group Account Directors.
Coordinate and confirm group travel as requested by the GAD for other SET team members.
Secure travel authorizations needed, note trips on calendars and provide thorough agendas before departure.
Responsible for travel and other expense reports for the SVP, Group Account Directors.
Work with others to prioritize inbound meeting requests and ensure that all meetings have clear agendas.
Set up resources (dial-in, video conference) and ensure reports are distributed in advance of key meetings, including weekly internal and client status calls.
Be a resource to the team by promoting approachability and caring during the course of daily work.
DEMONSTRATED SKILLS & ABILITIES:
2-4 years of post-graduate professional experience.
Experience in an administrative or coordination role in a creative or service industry environment (or something similar).
High level of communication skills.
Must possess a strong detail-orientation and solid organizational skills as well as a strong team orientation.
Be completely reliable for accuracy and follow through.
Be trusted with access to confidential or sensitive information.
Desire to always go above and beyond what is required or expected.
Ability to prioritize, and help others prioritize.
Have the ability to anticipate problems and react appropriately.
Ability to work well under pressure and time constraints.
Ability to work well independently with minimal supervision, while also unafraid to approach others for help when needed.
Travel some driving, air, and walking may be required
Regular and reliable attendance
English and grammar usage skills
Complex cognitive thinking abilities