Executive Assistant - Saatchi & Saatchi Wellness

For decades, Saatchi & Saatchi Wellness has provided consumer and professional marketing, strategic consulting, and medical education to pharmaceutical and wellness brands. Our mission is to inspire a healthier, happier, well-er world through award-winning work.

If you google us (which you may have done already), you’ll see that spreading wellness is literally our mission. We don’t just talk about making your well-being the most important thing, we mean it. Having a flexible hybrid-work policy, plentiful time off, and colleagues who want you to do well are all part of the gig. Oh, and of course the opportunity to work on some of the good-vibiest campaigns on the planet with very caring, very resourceful people. So, if you’re a rockstar writer, aspiring strategist, jill—or jack—of all trades, or just an all-around nice person, let’s chat.   

We are looking to hire an Executive Assistant to provide administrative and operational support to a handful of our senior executives with a specific focus on travel, expenses, scheduling, and calendar management.

PLEASE NOTE: This is a hybrid position requiring onsite collaboration an average of 3 days/week, potentially more frequently as business needs dictate. The role is based out of our New York City office located at 375 Hudson Street; all candidates must be local to the NYC metro area and willing to commute into that office on a regular basis.

Primary Responsibilities:

• Manage executive travel needs including scheduling travel, securing hotel reservations, booking plane tickets/rental cars, and preparing all associated expense reporting.
• Manage and handle all executive calendar and scheduling needs in Outlook including onsite/offsite events, virtual events, phone calls, and meetings.
• Manage and plan onsite meetings including catering, AV/tech needs, security clearance and badging, room reservations, and other logistical needs.
• Manage executive email communications, responding and escalating as needed.
• Provide additional administrative, operational, and logistical support as requested.

• 3-5 years of prior experience providing support to multiple senior-level executives in a large, fast-paced company, consultancy, or ad agency.
• Experience using Microsoft Teams and Microsoft Office (including Outlook, Word, Excel, and PowerPoint).
• Experience using an expense tracking and reimbursement system (such as SAP Concur).
• Ability to manage multiple concurrent requests and understand how to prioritize based on immediacy of need.
• Experience coordinating and planning meetings and events including securing travel, catering, and/or lodging as well as coordinating with vendors, sponsors, and other partners.
• Ability to handle and preserve confidential information.
• Flexibility to handle requests before and after business hours as needed.
• Incredibly proactive with a natural sense of urgency.
• Very strong written and verbal communication skills.
• Meticulous attention to detail.
• Highly collaborative, organized, efficient, flexible, and nimble.

Compensation Range:  $72,254 - $93,772 annually. 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. For this role, the Company will offer medical coverage, dental, vision, disability, 401k, and paid time off. The Company anticipates the application deadline for this job posting will be 07/19/2024.