Administrative Assistant

Title: Administrative Assistant

Location: NYC

M BOOTH CAREERS

Who We Are:

At M Booth, we are a culture-first communications agency that attracts the best people and the best brands to a workplace that’s alive with courage, ideas, respect, and humanity. We are relentlessly passionate about our clients and their business, whether that means staying at the forefront of the digital and social evolution, sharpening our earned storytelling skills, or unleashing game-changing insights that result in campaigns that win in the marketplace.

We are a hybrid workforce and believe that inspiration, relevance, and leadership are about how you do it, not where you do it from. We continue to be a work from anywhere agency and are leaning into a hub model in NYC and around the country. We encourage all our employees to Be IRL this code stands for being Inspired Relevant Leaders. Now, more than ever, our interactions and our relationships are mission critical to our community and our success. They build a culture that enables all of us to do great things and grow together. We invite you into our world of creativity, ideation, and communication. Come Be Inspired come work with us at M Booth.

We are a collaborative mid-sized agency with an immediate opportunity for an Administrative Assistant to join our growing Lifestyle team!

What You’ll Bring:

General Executive, Administrative & Group Operations Support

• Provide full suite of administrative support for key leadership, account teams, group operations, including, but not limited to:

• • Time and expense reporting

• • Preparing and editing internal and external correspondence

• • Calendar management and internal/external meeting preparation

• • • Coordination of scheduling, calendar rearrangement, etc.

• • • Coordinate and set up staff and client meetings, virtually and in person (e.g. checking on availability and coordinating schedules, arranging meeting rooms/zoom meetings/teleconference numbers, sending out meeting notices, confirming attendance, securing beverage and catering needs, conference room setup and break down, working with the account and IT teams to ensure appropriate availability of audio/visual resources, tidy up during meeting, as appropriate, and light clean-up post meeting).

• • • Troubleshoot technology with the IT team when important presentations, training programs, or multi-media meetings are slated ensure slides, videos, etc. work well in advance

• • Meals and catering support

• • • Organizing restaurant reservations

• • • Organizing catering or meals for team or client meetings

• • Travel arrangements

• • • Support coordination of travel for internal team, client teams, and new business pitch teams.

• • Support development and research of ad-hoc mailings/client gifts

• • Support of group talent acquisition efforts (calendar scheduling, info documentation, filing, updating documents, etc.)

• Support coordination of practice-wide initiatives including but not limited to: team events, dinners, meetings.
• Assist in creating, editing, proofing, and refining documents, use of consistent styles where applicable (e.g. memos, agendas, activity reports, etc.); assist in creation of PowerPoint templates for strategy and recapping; assist in Excel spreadsheet creation and maintenance for various budget keeping purposes–including formula creation, editing existing documents, and reordering content.
• Stay up to date in all major business software programs (Slack, Google Suite, Microsoft Office).
• Conduct general research upon request and organize findings companies, competitors, vendors, etc.

Client Project Management + Administrative Support

• Manage development of weekly outlooks and snapshots to distribute to client + agency partners on projects
• Support any client teams in needs and problem solving as outlined
• Organize ad-hoc meetings and coordinate schedule synergies between account teams, agency partners and client teams with counterpart admins where applicable
• Take detailed notes on all client + partner calls and circulate with next steps internally for review immediately following
• Manage, update and communicate key account information (i.e. client contact lists, distribution lists, deadlines for monthly reporting, and 3rd-party organization lists/contact information, etc.).
• Independently update key account information on a regular basis
• Develop and maintain accuracy of logistical briefing books, including itineraries for clients, spokespersons, and account team members.
• Organize and develop filing systems of client work in consultation with appropriate account team members to ensure easy access to account work information.
• Provide regular timely updates on assignments to appropriate team members.
• When appropriate, communicate need for additional help in completion of large assignments and tight deadlines.
• Supports management of account admin tasks, tracking deliverables, managing team calendars, schedules and other administrative duties as needed.

SKILLS AND QUALIFICATIONS:

• Competency in all platforms Microsoft Office Suite, Google Suite, Slack
• Ability to quickly learn new tools and technologies
• Attention to detail and ability to multitask/juggle
• Strong proofreading skills
• Strong interpersonal and relationship building skills – a congenial people person who can manage differing personalities, approaches
• Strong research skills and ability to synthesize information in a document
• Capacity to handle tight deadlines and last-minute changes, adapt quickly and problem-solve independently

What We’ll Bring:

Here are a few highlights of the benefits we offer at M Booth:

• A workplace that’s alive with courage, ideas, respect and humanity
• Professional growth and development programs to help advance your career
• Comprehensive health care and wellness plans for your entire family
• A 401(k) Savings Plan and Flexible Spending Accounts
• Paid holidays, Unlimited Paid Time Off (Personal, Sick, Vacation), and Summer Fridays
• Additional Perks: Family Leave, Well-Being Programs, and Commuter Benefits
• SALARY: $49,000-65,000

The Administrative Assistant is accountable for the coordination of the day-to-day office and project management services of the M Booth lifestyle team. The Administrative Assistant will support key client accounts and members of the lifestyle senior leadership team (SLT) to ensure that daily operations and projects run smoothly and efficiently.

This role is based in our NYC office, applicants must live in the NYC area.

Our flexible work policy:

We believe that our best work happens in a hybrid working environment. If you are in the NYC (or commutable surrounding distance) hub we want to see you in person 2 days a week. That could mean in our office, in our client’s office, on the road with them or attending an industry event.

M Booth & Associates is an equal opportunity employer. All candidates will be considered for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.