Senior Executive Assistant

VaynerX (https://vaynerx.com) is the most contemporary family of companies, working together to build and grow brands. Subsidiaries include VaynerMedia, Eva Nosidam Productions, ChukMedia, Gallery Media Group, Tingley Lane Trading, VaynerSpeakers, and VaynerCommerce.

VaynerMedia is a contemporary global creative and media agency with an expertise in driving relevance for clients and delivering impactful business results. The independently-owned company was founded in 2009 by Gary Vaynerchuk, and has offices in New York, Los Angeles, Toronto, Mexico City, London, Amsterdam, Singapore, Delhi, Kuala Lumpur, Bangkok, Tokyo, and Sydney. VaynerMedia has been recognized for its work at Cannes Lions, the Clio Awards and The Webby Awards. It is part of the VaynerX family of companies.

VaynerX is seeking a dynamic and strategic Senior Executive Assistant to join our team. As a key player in our organization, you will serve as an indispensable partner for internal and external communications concerning our Executive-level leaders (Global C-Suite). We are looking for an individual who embodies and seamlessly integrates core competencies essential for success in this role: strategic mindset, project administration, stakeholder and core relationship management, and business and ecosystem awareness.
 
The Senior Executive Assistant will perform a wide variety of administrative activities for the Global C-Suite level executives while also secondarily supporting other staff members in accomplishing projects and tasks that impact the daily operations of the department.
 
What You’d Do:

• Efficiently manage executive priorities, identify potential roadblocks, calendar maintenance, appointments, and travel itineraries to optimize daily schedules.
• Schedule, prepare materials for, and attend meetings as requested by the Executive(s).
• Make travel arrangements both domestic/international, including booking flights, accommodations, and transportation, for the Executive(s) and their team members as needed.
• Be available during off hours during international travel to assist with any adjustments that may arise.
• Complete monthly expense reports with attention to detail.
• Serve as a representative for Executive(s) to facilitate cross-functional problem-solving initiatives and collaboration, while also managing document drafting, proofreading, and editing tasks.
• Anticipate and address communication and efficiency issues, demonstrating autonomy and insightful decision-making.
• Act as a key driver and project lead, instituting sustainable processes, and partnering cross-functionally. Take meeting minutes, track action items, and follow up on action plan deadlines.
• Identify and leverage relationships to create value for multiple parties, showcasing keen observations and insights; acting as a seamless extension of Executive(s).
• Play a vital role as a contributor around standard operating procedures and ways of working.
• Demonstrate excellence in comprehending relevant use cases of project management and scheduling tools, evaluating and recommending new resources relevant to your role.
• Exemplify knowledge regarding global capabilities, products, and services, taking on a level of 'subject matter' expert.

• 6+ years of experience supporting Executive-level Leaders (EVP to Global C-Suite), preferably in a creative agency environment
• Advanced aptitude with G Suite (Google Workspace), Slack, Office 365, and Video Conferencing Software
• Ability to work independently, prioritize tasks, and meet deadlines with little supervision
• Able to handle sensitive and confidential information with the highest level of discretion and integrity
• Exceptional written and verbal communication skills
• Strong focus on team culture and cross-functional work
• Comfortable receiving feedback and can adjust approach accordingly
• Creative problem-solving skills and is proactive in identifying ways to improve outcomes
• Operates with the highest level of personal integrity and ethics
• Ability to manage multiple projects at the same time with varying deadlines
• Comfort with ambiguity and proven ability to create clarity