Executive Assistant
  • Support the ABI Executive team in their day-to-day management of the agency
  • Assist with office duties including: coordinating travel arrangements, dining reservations or catering needs; inventorying and maintaining copy equipment, office supplies, janitorial supplies and refreshments; maintaining cleanliness of conference rooms, reception area and common areas; coordinating shipping; arranging and coordinating vehicle maintenance and repairs; performing general clerical duties including scheduling, photocopying, faxing, mail distribution and filing/document retrieval
  • Reduce the ABI Executive team’s time by reading, researching, and proper routing of internal and external communications, including drafting letters, collecting and analyzing information and negotiating with outside vendors.
  • Serve as a point of contact between ABI Executive team, Directors, staff and clients.
  • Maintain the ABI Executive team’s schedules and also manage the ABI MASTER CALENDAR with respect to planning and scheduling meetings, conference calls, video SKYPE sessions and corporate travel.
  • Maintain customer confidence and protect operations by keeping information confidential related to company financials, HR matters and employee disputes or morale.
  • Front desk management including welcoming ABI guests, customers, vendors and answering phones in a dignified manner always.
  • Support the ABI Directors in their day-to-day management of their individual teams agency wide.
  • Conduct research for team members including ABI media team. This could include meeting with media reps, assistance with planning media buys and execution, reconciling invoices and preparing invoice packages.
  • Offer proactive, strategic, integrated solutions with a focus on obtaining results for clients.
  • Meet aggressive deadlines and handle changing priorities.
  • Utilize established project and time management tools, including timely conference call/meeting recaps, online project management resources, milestone management, project log, job tickets and online time tracking software.
  • Maintain proactive and regular communications with all project teams, across company departments, for proper management of taskings and deadlines.
  • Accepted file types: pdf, doc, docx, jpg.