Executive Assistant & Office Manager
3 Days Old
*PLEASE NOTE THIS IS AN IN-PERSON ROLE REQUIRING ON-SITE PRESENCE FIVE DAYS A WEEK*
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 (e.g., offsite meetings, group private dining events, team building, department meetings, social events, etc.).
- 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:
- Completed bachelor's degree level of education or equivalent work experience.
- Minimum 4 years executive administrative management experience, preferably with office management experience.
- Ideal candidate will reside in the Seattle, WA area or Chicago, IL.
- Manage sensitive matters with an elevated level of confidentiality and discretion knowing decisions will directly impact the North American and global operations of the company.
- Solid organizational skills including ability to prioritize and coordinate multiple tasks, excellent attention to details.
- Expertise in Microsoft Office applications, specifically Outlook, MS Teams, SharePoint, Word, Excel (advanced preferred, intermediate required), and PowerPoint (Intermediate).
- Excellent verbal and written communication and time management skills; proven ability to meet and drive deadlines.
- Extensive background with scheduling, complex meeting arrangements, and domestic/international travel accommodations.
- A creative problem solver with a 'hands-on' approach to providing solutions.
- Proactively sources information; resourceful.
- Willingness to learn and grow.
- Ability to exercise tact and discretion in a professional international environment.
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 for this role is $80,000 to $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.
To find out more about all the great reasons to work at Ipsos, how we are making an impact around the world, and more about our benefits and employee programs, please visit:
Why Work at Ipsos | US
Commitment to Diversity
Ipsos recognizes the necessity of building an inclusive culture that values each employee's individuality and diverse perspectives. For more than 40 years, our mission has been to generate and analyze data about society, markets, brands, and behaviors to provide our clients with the insights that elevate their understanding of the world. This could not be fulfilled without Ipsos' diverse employees who compile and analyze this data-they are the essence of who we are and what we do.
We are committed to providing equal opportunity to all employees, creating an environment that promotes inclusion, and enabling employees from all walks of life to flourish. Ipsos encourages our employees to act in a respectful and responsible manner, in line with the code of best practices concerning diversity and inclusion, human rights, equality, and civility for every individual.
Ipsos is An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or any other protected class and will not be discriminated against on the basis of disability.
#LI-AA1 #LI-Onsite
About Us
Ipsos is one of the world's largest research companies and currently the only one primarily managed by researchers, ranking as a #1 full-service research organization for four consecutive years. With over 75 different data-driven solutions, and presence in 90 markets, Ipsos brings together research, implementation, methodological, and subject-matter experts from around the world, combining thematic and technical experts to deliver top-quality research and insights. Simply speaking, we help the biggest companies solve some of their biggest problems, serving more than 5000 clients across the globe by providing research, data, and insights on their target markets. And we're proud to share we've received our Great Place to Work Certification in 2022 & 2023!
- Location:
- Seattle
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