Executive Assistant/Office Manager

TEAM Enterprises is a national creative and experiential marketing agency hiring for a full time Executive Assistant and Office Manager position based in south Florida at our headquarters.

WHY YOU'LL DIG YOUR GIG

In short, our purpose at TEAM is to blow people’s minds and steal their hearts with incredible brand experiences. We want you to help us help our brands do amazing, unprecedented, wildly creative things, creating moments that people never forget and that people will want to share with others. To make all that great work happen takes a lot of coordination and organization behind the scenes.

THE TEAM DIFFERENCE

People may forget your witty hashtag and your latest campaign tagline, but they will never forget how you made them feel. That’s because what a brand does is much more important that what is says. Actions speak louder than advertising and marketing. Experiences are what create real connections that lead to brand love and that’s what we do at TEAM. We’re a fun, collaborative, hard working group with a great office environment who takes care of our employees, to ensure that both in work and in life you experience something greater.

WHAT YOU WILL DO

The primary responsibility of this role will be that of an Executive Assistant supporting the CEO, President, and other senior executives of TEAM. Secondary will be managing the corporate offices in Fort Lauderdale, FL. This position will manage the day-to-day calendar and activities of the executive team while also ensuring the corporate offices are running smoothly for employees. A very people-facing position, the right candidate has a professional and friendly demeanor, strong communication skills and keeps calm under pressure and stress. The role does require in-office work hours for the majority of the week, with limited at-home work hours given the requirement to manage the corporate office.

Job Duties and Responsibilities

As Executive Assistant:

• Organize and coordinate executive calendars via MS Outlook, scheduling all meetings, travel and prioritize time allocation, rescheduling meetings and commitments as needed
• Research and book all travel accommodations including flights, lodging, car service, meal reservations, ticketed events and entertainment for executives
• Proactively anticipate and research alternative travel and contingency solutions to be quickly implemented as needed
• Liaise and coordinate with external contacts including other executive assistants, clients, partners to arrange meetings, facilitate document review/execution
• Assists with preparations and organization of executive and management meetings, both in-office and off site, including agenda, venue selection, meeting room, F&B and A/V coordination; assist with presentation templates and development of materials as requested
• Track all expenses and collect receipts, prepare and submit expense reports for executives; audit submitted reports of executive direct reports for accuracy, details and receipts
• Draft email and memo correspondence on behalf of executives, support drafting of presentation decks and materials as needed
• Coordinate with creative department to pull together capabilities and client presentations with direction on content, materials
• Serve as an administrative liaison among corporate departments, supporting coordination of meetings and calendars as requested

As Office Manager

• Oversee the general functions and operations of the corporate office and serve as key point of contact for anything office related
• Monitor and stock inventory of kitchen and office supplies on an ongoing basis; order supplies as needed
• Understand and assist with all office technology/equipment, including printers, conference room A/V and video meetings, sound system, Wi-Fi
• Manage office and workspace seating assignments, assisting with space relocations as needed; setting up new hires and updating seating charts
• Keep office space and common areas clean and organized, checking all areas when arriving and leaving the office
• Handle and distribute all incoming mail and packages; as well as all outgoing mail/packages requests
• Manage office policies and procedures with respect to COVID guidelines and safety, including keeping safety supplies stocked and cleaning/sanitizing common areas as needed
• Maintain corporate office employee contact lists, parking arrangements, email communications relevant to the office
• Organize office get-togethers around holidays, happy hours (when safe to do so), coordinate all F&B and communication/invites

Qualifications

• Education and Experience Requirements
• Bachelor’s degree from an accredited institution
• Knowledge, Skills & Abilities Requirements
• Minimum 5 years of experience as an Executive/Administrative Assistant, supporting VP level executives or higher
• Ability to manage multiple calendars/schedules, meeting coordination, travel schedules across internal employees and external contacts
• Advanced experience with travel bookings, travel agencies, and overall travel coordination
• Experience in a marketing or agency setting preferred but not required
• Must have superior attention to detail and organizational skills to handle multiple projects and requests simultaneously while adhering to deadlines and time-sensitive requests
• Advanced knowledge and skill in Microsoft Suite and Adobe
• Flexibility to adapt to changing situations, working in fast paced environment and able to prioritize tasks and deliverables
• Ability to maintain confidentiality and represent the Company and its executive management in a professional manner

WHO WE ARE

TEAM is a topnotch experiential marketing agency who develops and executes creative marketing campaigns rooted in strategy, insights and decades of learning. We partner with the best brands and people to deliver experiences that create inspiration at the point of engagement.