Administrative Assistant (Contract)

OVERVIEW

Adminstrative Assistant (Contract)

 

We’re searching for an Administrative Assistant who manage and coordinate 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

Got what it takes? We’d love to hear from you.
Digitas is an equal opportunity employer.

About Digitas

Digitas is The Connected Marketing Agency, relentlessly committed to help brands better connect with people through Truth. Connection. Wonder. Our team is deliberately diversified—with experts in data, strategy, creative, media, and tech working seamlessly across capabilities and continents to make better connections and achieve ambitious outcomes through ideas that excite, provoke and inspire. We are endlessly curious and fully transparent, always examining real human behavior to create authentic connections—between brands and consumers, clients and partners, and ideas and outcomes. Digitas operates in over 25 countries across six continents and is part of Publicis Media, one of four solution hubs within Publicis Groupe, which is present in over 100 countries and employs nearly 80,000 professionals. To connect with us or learn more, visit www.digitas.com.