Executive Assistant/ Project Support Specialist

Operations

Positions
1
Location
WC-Office

Who We Are
InVision Communications is an engagement solutions agency that helps clients translate business objectives into action and results-oriented campaigns. We accomplish this by designing and delivering world-class campaigns that draw upon a broad service offering consisting of Communication and Engagement Strategy, Experience and Creative Design, and Production. 

JOB TITLE:                                      EXECUTIVE ASSISTANT/PROJECT SUPPORT                                                                      SPECIALIST

 SUPERVISION RECEIVED:                COO

 EXEMPTION STATUS:         EXEMPT

 JOB SUMMARY:     The Executive Assistant provides comprehensive support to the company’s Chief Operating Officer, Director of Finance, Group Executive Client Services and Group Executive Creative Services, to ensure a professional, highly  productive, responsive and positive experience for the organization as a whole.

 

 Administrative Responsibilities

  • Support named executives on administrative tasks which include but are not limited to: calendar management, email support, travel planning, expense reports, email support and general communications.
  • Prioritize projects, team inquiries, and general duties to promote a smooth day-to-day engagement for supported executives.
  • Coordinate the agendas and develop presentation decks and materials as needed for regularly scheduled meetings including Executive, Finance and Sales Meetings.  Take meeting minutes as requested, track follow-up items and deadlines.
    • Exercise and always display strictest confidentiality, good judgement and discretion.

 Monthly Staff Meeting Responsibilities

  • Schedule and communicate dates.
  • Develop and coordinate agenda with management.
  • Communicate timeline and due dates for deliverables.
  • Prepare and manage presentation PowerPoint deck

 Finance Support

  • Manage vendor Supplier Diversity in NetSuite. Includes vendor record maintenance, outreach to vendors including initial certificates and annual renewals. 
  • AMEX Travel co-administrator. Enrollment and training of new employees. Order AMEX cards. Troubleshoot employee travel/card issues. Run cost savings reports. 
  • Process annual property tax and other miscellaneous renewals for each office.
  • PowerPoint support to DOF as needed.

 Client Services Support  

  • Monitor client accounts for services unbilled and communicate with Account Managers and Finance missing invoices.
  • Communicate status of data integrity on jobs, by Account Manager, to the Group Executive Client Services & Business Development.
  • Constantly meet on a regular basis with Client Service Coordinators to review project work flows and data integrity.
  • Ensure policies and procedures are being followed when reviewing project work flows.
  • Ensure Client Service Coordinators meet with Account Managers regularly to review job list and all forecast information is accurate and up to date in NetSuite.

 Manage Legal Document Lifecycle

  • Create a work flow process to ensure client contracts have been appropriately reviewed, redlined, signed, and fully executed according to specified deadlines and needs.
  • Track all edits, activity, and “action” owners.
  • Ensure that all fully executed documents are properly stored on Box.

 Manage Company Wide Training

  • Clarify annual IV League goals and activities with CCO.
  • Schedule, coordinate agenda and run IV League meetings.
  • Work with all departments to schedule training classes and lunch n learns.
  • Track attendance.

 Creative Services & Marketing Support

  • Miscellaneous creative/marketing project management activities, as delegated.

 Skills, Knowledge & Abilities

  • Exceptional organizational skills and attention to detail.
  • Ability to work independently as well as collaboratively with team.
  • Superior proficiency in Microsoft Office Suite and emerging technologies.
  • Must uphold the highest level of professionalism and confidentiality.
  • Passion for providing excellent service and quality.
  • Leadership in managing complex, delegated projects.
  • Clear ability to work collaboratively and successfully with all levels of management and employees.
  • Ability to work well under pressure and consistently meet deadlines.
  • Ability to manage multiple projects while remaining flexible and positive
  • Outstanding presentation, verbal and written communication skills.
  • Demonstrates problem solving skills and is resolution focused.
  • Familiarity with NetSuite a plus.

 HOURS:  The normal office hours are 8:30 a.m. to 5:30 p.m., Monday through Friday (40 hours per week).  However, due to the nature and the scope of this position, days and hours may fluctuate. Must have a valid driver’s license.

 PHYSICAL REQUIREMENTS: Ability to perform job duties that may include an average amount of lifting (+ or – 25lbs.), sitting, bending, stooping and standing is required.

 TRAVEL REQUIREMENTS:  Minimal travel is associated with this position.  Travel for InVision related business is reimbursable at the amount allotted under state & federal guidelines.

 EDUCATION/EXPERIENCE:  This position requires five to seven years of previous relevant work experience.