Administrative Assistant (Creative Operations)

Vitamin TBoston, MA

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Overview

Placement Type : Temporary

Salary (USD) : 35 - $40 / hr

Start Date :

We are seeking an Administrative Assistant to support several Sr Managers in our Creative Operations organization. In this role, you will coordinate between multiple team leads and their respective groups and cross-functional partners. This role is for a highly organized, resourceful, and adaptable team player, who is both creative and results oriented and has a passion for helping teams run smoothly. This position requires a tenacious self-starter with experience in an executive assistant role within a dynamic high tech environment. We require that candidates have significant experience in assisting senior leaders in current or past positions.

Primary Responsibilities :

Responsibilities will include but are not limited to :

Assist Creative Operations senior leaders and their teams with administrative tasks.
Heavy calendar management. Meeting prioritization and scheduling between multiple senior leads, their teams and cross functional partners.
Adjust schedules due to changes from conflicting meetings that come up last minute.
Liaise with executive admins to coordinate scheduling of key leadership meetings
Arrange domestic and international travel and process expense reports as needed.
Assist with note-taking in select meetings and help drive post-action items
Assist with coordination and communication of on-site team meetings and events, including room reservations, catering, team building events, business offsites, and All Hands meetings.
Liaise with local site teams and corporate meetings and events teams as needed
Answer correspondence and redirect as needed to appropriate team members
Assist with communicating team updates

Key Qualifications :

4+ years experience supporting Sr Manager level or higher discipline leads and / or cross-functional teams in an administrative / coordination capacity

Experience working with / understanding the needs of creative organizations

Experience collaborating with distributed teams — the role will be primarily working with teams across Cupertino, Culver City, and New York – as well as stakeholders across EMEA and APAC timezones

Experience planning, coordinating and communicating team meetings and events, in person and virtually with distributed teams

Comfortable operating as part of a greater team of administrative assistants that support one another

Strong attention to detail and accuracy

Superior organization skills – has an organized approach to time management, and is adaptable to inevitable changes

Works effectively with minimal guidance and supervision, and can independently problem solve

Adept and professional in communication with cross functional stakeholders and senior management

Consistently adapts / improves their processes to get things done more effectively

Discretion in handling confidential materials and issues

Experience with Apple Mail, Apple Calendar, and Apple productivity apps (Keynote, Numbers, and Pages)

Experience with virtual collaboration tools (Quip, Slack, Webex)

Willingness to be available after business hours on occasion

Education : Bachelor’s degree or equivalent experience

The target hiring compensation range for this role is $36 to $40 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

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Administrative Assistant • Boston, MA