Administrative Operations Assistant (Contract Employee)

Job Summary:

Due to the nature of the role, we are only considering applicants who live within proximity to NYC.

As the Administrative Operations Assistant (Contract Employee), you will provide senior-level administrative support to our President & CEO (50% time) and two other teams (Philanthropy and Ad Council Research Institute (50%). You will be responsible for scheduling, organizing travel/meeting arrangements, submitting expense reports, and all other administrative support, as needed. You will support the team members and leaders with presentations and deck preparation, coordination, and operational tasks, ensuring efficiency and organization.

Additionally, you will assist with the project management for the Philanthropy and ACRI teams, including developing and tracking timelines and status documents, assisting with budgeting and tracking overall project milestones through programs like Asana and Salesforce.

This essential position is perfect for you if you are comfortable managing multiple priorities and personalities, have strong organizational practices, clear and timely written and oral communication skills, and are a great project manager. We are open to this role working remotely, within the NYC area. Some in-office support will be required, as needed.

Compensation & Engagement:

This is a contract employee role. This means that, while the position is at all times one of "at will employment", the Ad Council anticipates at present that the employment length would be approximately 6 months with the possibility to extend the contract. Depending on experience, the compensation for this position is $5,250 - $5,600 monthly (overtime eligible), paid semi-monthly. Contract employees will be eligible to participate in limited benefits and paid time off. There is flexibility with working remotely, though some in-office support may be required.

What you'll do:

Scheduling & Calendar Management

• Assist with scheduling for Philanthropy team members and President/CEO.
• Coordinate meetings across multiple stakeholders and time zones

Travel Coordination

• Prepare and manage travel itineraries, bookings, and logistics for Philanthropy team and President/CEO
• Ensure smooth travel experiences by anticipating needs and resolving issues proactively

Expense & T&E Support

• Prepare and submit expense reports / T&E for Philanthropy team members and President/CEO
• Ensure accuracy, timely submission, and compliance with internal guidelines

Meeting & Presentation Support

• Assist with meeting preparation, including creation and formatting of PowerPoint presentations, agendas, attendee bios and other related materials

General Administrative Support

• Provide day-to-day administrative assistance as needed to support smooth team operations
• Create, organize, file, and manage key documents in Box, Google (Docs and Sheets) and Salesforce

Project Management

• Develop and track project timelines for both internal and external purposes
• Develop status documents,
• Assist with scheduling meetings, writing meeting notes, any other follow-up
• Assist with budgeting as needed
• Create, organize, file, and manage key documents in Box, Google, Salesforce, and Asana

What you bring:

• 5+ years of experience in administrative, executive support, operations, or project management roles
• Strong business writing and editing skills
• Strong communication skills, including comfort interfacing with C-suite leaders and comfort communicating proactively and in a timely manner
• Excellent organizational skills and attention to detail
• Ability to prioritize, multitask, and manage time effectively
• High level of confidentiality and discretion
• Proactive, self-starter mindset with excellent interpersonal skills
• Proficiency in technology, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Box, Google Workspace, Salesforce, Asana and Slack
• Ability to thrive in a fast-paced, team-oriented, deadline-driven environment
• Collaborative work style with the ability to engage effectively across departments
• Sound judgment and a warm, professional demeanor with a "can-do" attitude
• Ability to work cooperatively and collaboratively with staff within and outside of the department
• Exercise good judgment: operate with warmth, and a 'can-do' mindset

Qualities of a standout candidate:

• Both strong administrative and project management experience
• Experience assisting with managing budgets
• Experience in Salesforce, specifically performing data entry and updates
• Experience with Asana to help manage projects internally
• Excellent communication skills - professional, proactive, and timely
• Accountability for and ownership of your work