Administrative Assistant (Public Relations)

Job ID
2017-9155
New York

Overview

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Under the direction of Elizabeth Harrison and senior leaders in the New York office, coordinate and manage the day to day administrative functions to meet client, business and agency goals.  Our ideal candidate must be able to handle confidential matters, meet deadlines, multitask, work in a very fast-paced, deadline intensive environment and be intellectually curious.

About the Job

  • Supporting Elizabeth as CEO and supporting the office with the following:
  • Manage executives’ calendars, schedule all meetings, appointments and conference calls, handle meeting conflicts and prioritization issues.
  • Respond to requests for information from clients, account staff and other agency employees in a professional, courteous and timely manner.
  • Demonstrate polished writing and communications skills necessary for communicating with new business prospects, current clients, vendors, agency team members, leadership and partner offices.
  • Arrange and manage all aspects of business travel both international and domestic including airfare, hotel, ground transportation, itineraries and ensure he/she have all needed materials for trip (i.e. handouts, files).
  • Manage and update social media for executive, including Facebook and LinkedIn.
  • Prepare, submit and follow up on expense reports in a timely manner.
  • Prepare and submit health insurance claims.
  • Initiate and coordinate meeting rooms, catering and room set-up for client and executive meetings, lunches and new business presentations.
  • Prioritize workload and be available and flexible to assist when needed with
    • Finance
    • HR – scheduling candidates with executive and other agency team members
    • PR teams 
  • Work on special projects as needed.
    • Including event assistance with guest list management and RSVPs
  • Provide support for personal needs as needed during business hours.
  • Fill in for receptionist, including but not limited to:
    • Managing incoming mail, packages and messengers
    • Scheduling Conference Call Numbers
    • Scheduling Conference Room
    • Set up conference rooms for meetings and work in partnership with IT department to ensure connectivity.
  • Provide courteous, accurate and thorough phone coverage.
  • Follow through on all projects to ensure thoroughness and quality on all assignments.
  • Take notes for Elizabeth on new business calls/meetings.
  • Cultivate and apply strong organizational and interpersonal skills, including the ability to juggle multiple assignments and cope with stressful situations.
  • Foster positive relationships with all levels of employees
  • Maintain strong working relationships with other support staff team members and provide back-up when needed
  • Take responsibility for own development; educate self on agency capabilities and strategic initiatives. Participate in local office and agency activities and training sessions.
  • Organize regular ongoing events and meetings.
  • Help bring to life and embrace the H&S culture.

Qualifications

  • Bachelor's degree
  • Previous administrative experience
  • Comfort and familiarity in social and online media a must
  • Detail-oriented with the ability to multi-task and manage priorities
  • Ability to Demonstrate follow through to ensure thoroughness and quality on all assignments.
  • Strong creative and business writing skills
  • Results driven with a focus on delivering excellent client service
  • Takes initiative and demonstrates flexibility when priorities shift
  • Knowledge of Microsoft Office, Excel, PowerPoint and File Maker Pro

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