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Administrative Assistant

Overview

Administrative Assistant

calendars for capability, often involving extensive researching.  Schedule/coordinate appointments between clients, keeping appropriate staff and other personnel informed as needed.

Tasks and responsibilities include:

  • Act as the liaison with clients; answer department’s phone, handle calls appropriately (e.g. handwritten message, voicemail, re-direct); Transcribe from tape, voice mail, handwritten notes, etc.
  • Create professional PowerPoint Presentations utilizing charts, diagrams and graphs
  • Maintain and distribute all correspondence/status reports for individual Client teams
  • Arrange domestic and international travel plans (e.g., flights, hotel, car, ground transportation, upgrades, visa/passport) that may involve multiple locations
  • Confirm accuracy and completeness of arrangements and deliver tickets and other documents
  • Research information from the internet to generate reports as needed
  • Arrange all aspects of on-site and off-site group meetings (space, catering, technology, transportation, materials, etc.)
  • Coordinate work through service departments as appropriate (e.g., Graphic, Travel, Facilities, etc.) to ensure accuracy and completeness of arrangements/deliverables.
  • Maintain current knowledge of Digitas technical (software, hardware, virtual) capabilities
  • Provide assistance with copying, faxing, and distribution of materials
  • Coordinate Client/department functions
  • Collect time sheets and submit on time
  • Assist with T&E preparation
  • Maintain team vacation and office in/out schedule
  • Provide reception backup coverage
  • Proactively assist other Departments/ AA’s during downtime


Traits & Distinguishing Characteristics:

  • Display a professional, detail-oriented and proactive approach
  • Able to work independently and adapt to new situations
  • Proficiency in or demonstrates capability to quickly learn the tools of the position
  • Desire to excel and have an impact on the company’s growth


To qualify, you’ll need:

  • Two or Four year degree
  • 1-3 years experience
  • Demonstrate strong verbal, interpersonal, and written communication skills
  • Proficiency in Word, Excel, and PowerPoint
  • Organized and able to handle multiple tasks in a fast-paced environment
  • Demonstrated strong task management skills
  • Demonstrated strong relationship management skills
  • Candidate must be open to travel as needed




DigitasLBi is an equal opportunity employer.

About DigitasLBi 

We have 40 offices in 25 countries, each one helping to redefine the landscape of strategy, creativity, data, media and technology. We’re excited about the accolades we’ve earned – such as Titanium Lions, Gold Pencils and making LinkedIn’s Most InDemand Employer List of 2014 – but what energises us most is the people we work with, the clients we work for and the never-ending challenge that confronts us: producing amazing creative, day after day.

 

On top of great values, great people and great clients, we’ve also got tons of perks that we’re proud to offer – things like subsidised gym membership; a cycle to work scheme; a childcare voucher scheme; a subsidised cafe and bar; and flexible working arrangements such our parents' term time hours initiative. What’s more, in our London office we get to work in an iconic Brick Lane building which over the years we’ve transformed into a unique, cutting edge work space.

 

And while we celebrate the people who’ve stuck by us and shaped us into the force that we are today, we’re always looking for great new talent help us grow even stronger. If that’s you, well, come join us.

 

DigitasLBi is an equal opportunity employer.