What are the responsibilities and job description for the Executive Assistant & Office Manager position at Ipsos?
What makes this role important at Ipsos?
The Executive Assistant / Office Manager (EA / OM) supports executive leaders of Ipsos North America. Strong candidates will have a proven record of accomplishment of success supporting executives in a fast-paced environment. Candidates will need to maintain the utmost confidentiality, providing business operational support with a sense of urgency and delivering on complex details with accuracy in a timely manner. The successful candidate will diligently work to assist executives in driving our global research business and juggle multiple senior project priorities.
What you can expect to be doing :
- Provide administrative support to multiple senior executives, with high professionalism and positively reflecting on the Ipsos North America organization.
- Manage, organize, and sustain complex contact records, calendar(s), and events (., offsite meetings, group private dining events, team building, department meetings, social events, .
- Prepare agendas, reports, special projects, presentations and other documents in Word, Excel, PowerPoint in support of the executives.
- Draft and prepare correspondence for internal announcements, client meetings, leadership team meetings, and / or organizations that the executives are involved with.
- Arrange travel (domestic & international) and prepare complex travel itineraries for executives. Travel arrangements may include flights, hotels, ground transportation, passport renewal, global entry, Visa applications / international entry documentation, etc.
- Prepare and submit expense reports promptly. Reconcile to ensure reimbursements are appropriately completed and in accordance with travel policies.
- Process invoices for payment, review expense reports of direct reports and aid in preparation of quarterly and annual budget reviews, along with other financial presentations.
- Maintain strong vendor relationships, work closely with other EA / OM’s to support one another and communicate business needs in a professional and friendly manner
- Interface with internal stakeholders, external clients and contacts about meetings and administrative initiatives.
- Be responsive to emails / texts / phone calls, with contact outside normal business hours as needed.
- Optimize executives' time by proactively gathering, reviewing, and analyzing information. Summarize key insights and provide recommendations for action as needed.
- Work closely with IT to resolve technology and security issues.
- Maintain documents and records in appropriate, retrievable files.
- Coordinate project planning activities and facilitate meetings to help ensure the team delivers against its commitments with the highest quality deliverables in a timely fashion.
- Collaborate with executives, their direct reports and other Admin team members to track key performance metrics and assist with budget files.
- Assess existing processes and identify opportunities for improvement.
- Document and distribute project and activity status regularly.
- Oversee all office operations, equipment, maintenance, service contracts and systems.
- Maintain inventory of office supplies and equipment
- Work closely with building management on all facilities related issues, maintenance, and improvements.
- Work closely with HR, IT, and managers to coordinate onboarding and offboarding of employees.
- Prepare and maintain occupancy budget and all financial reports related, along with other BUs as assigned.
- Lead and actively participate in Social Committee meetings; proactively coordinates office events, social activities, and charitable giving initiatives.
- Work closely with the Office Leader to implement change and build / maintain office morale through various efforts.
This might be the job for you if you have :
If you do not meet 100% of the requirements, we encourage all who feel they might be a fit for the opportunity to apply. We may consider a variety of backgrounds for a particular role and are also committed to considering candidates for open positions throughout our organization, not just the one you are applying to!
In accordance with NY / CO / CA / WA law, the estimated base salary range for this role is $70,000-$85,000 / yr. Your final base salary will be determined based on several non-discriminatory factors which may include but are not limited to location, work experience, skills, knowledge, education, and / or certifications.
What’s in it for you :
At Ipsos you will experience opportunities for Career Development, an exceptional benefits package (including generous PTO, healthcare plans, wellness benefits), a flexible workplace policy, and a strong collaborative culture.
Salary : $70,000 - $85,000
