Job Description

VML is in search of an Executive Assistant

Who we are looking for:

As Executive Assistant, you will be a key support figure to the executives, ensuring smooth daily operations and efficient time management. This position requires a highly organized, proactive, and detail-oriented professional with the ability to manage multiple tasks and priorities in a fast-paced, creative advertising environment.

What you’ll do:

• Executive Support: Provide high-level administrative support to executives, including managing calendars, scheduling meetings, coordinating travel arrangements and managing expenses.
• Communication: Serve as the point of contact between executives and internal/external stakeholders, ensuring clear and timely communication.
• Meeting Preparation: Prepare materials and agendas for executive meetings, take minutes, and follow up on action items.
• Project Coordination: Assist with managing special projects, ensuring deadlines are met and stakeholders are aligned.
• Event Planning: Support internal and external events, such as team meetings, client presentations, and leadership off-sites.
• Documentation & Reporting: Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Confidentiality: Handle sensitive information with the utmost discretion and confidentiality.
• Office Support: Liaise with the office management team to ensure executives have the necessary resources and tools for daily operations.
• Travel Arrangements: Manage detailed travel itineraries and accommodations for executives, ensuring cost-effectiveness and smooth logistics.

What you’ll need:

• Experience: Minimum of 5-7 years as an Executive Assistant, preferably in a fast-paced or creative environment (advertising, media, or marketing experience a plus).
• Education: Bachelor’s degree or equivalent experience in Business Administration or a related field.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Calendar). Experience with project management tools is a plus.
• Organizational Skills: Exceptional time-management, organizational, and multitasking abilities.
• Communication: Strong written and verbal communication skills with attention to detail.
• Problem-Solving: Ability to anticipate needs, think critically, and offer solutions to problems.
• Interpersonal Skills: Strong interpersonal and networking skills with the ability to work with diverse teams and handle different personalities.
• Flexibility: Comfortable working in a fast-paced, dynamic environment with shifting priorities.

What we offer:

• Passionate, driven people | We champion a culture of people that do extraordinary work.
• Consciously cultivated culture | We aim to embody the behaviors to build an inclusive community that is in it together, bringing both positivity and active listening into the workplace as we simultaneously strive to empower creative bravery.
• Competitive benefits | What we offer full time hires ranges from the full spectrum of group health coverage options (medical, dental, vision) to a generous 401k match (100% dollar-for-dollar match, up to 5% of salary contribution), and a variety of paid time off offerings that reflect our investment in all aspects of your overall life balance and wellness.
• Growth-minded opportunities | We aim to nurture a culture of real-time feedback, growth-oriented mindset, and plenty of training opportunities through VML and WPP, so you can continue to grow personally and professionally.