Executive Assistant

About the Role

Momentum Worldwide is seeking a highly organized and proactive Executive Assistant to support various senior leads and contribute to New York office operational workstreams. This role will provide primary support to an EVP, Group Director of Business Leadership, while also supporting a select group of SVPs. You’ll be part of a dynamic, fast-paced environment, requiring sound judgment, strong prioritization skills, and the ability to manage multiple moving parts with discretion and precision. The ideal candidate is dependable, adaptable, and comfortable balancing structure with evolving priorities. We're looking for someone excited to jump right in and contribute to big ideas coming to life.

Responsibilities

Executive Support:

• Manage calendars, schedule meetings, and arrange travel for executives, handling conflicts and prioritization across time zones.
• Coordinate all aspects of travel, including flights, hotels, rental cars, and itineraries, ensuring travel profiles are up-to-date.
• Handle expense reporting using Concur, including creation, submission, and tracking.
• Act as a central point of contact for executives, managing their time and communication flow.
• Liaise with clients and their assistants, acting as a professional representative of the executive.
• Assist with content, events, and projects associated with executives as needed.
• Prepare for meetings by booking conference rooms, distributing agendas, and coordinating with involved parties.
• Proofread important communications, including marketing and new business materials.
• Assist with presentation creation, editing, and compilation.
• Coordinate conference room logistics, including catering and A/V setup.
• Organize client outings, dinners, and meetings.
• Interface with various agency departments on behalf of executives to gather information and respond to requests.
• Handle confidential and non-routine information with a high level of discretion.
• Support Momentum’s values and perform other duties as assigned.
• Input timesheets into Fiori, Momentum’s timekeeping system.

NY Office Operations:

• Support NY Office operational needs, events, and projects.
• Perform administrative functions for the NY Office, including PO creation, spend tracking, and invoice review.

Qualifications & Requirements:

• Bachelor’s degree preferred.
• 3+ years of experience in an administrative capacity within a business, marketing, advertising, or fast-paced environment.
• Strong judgment and decision-making skills, with proven ability to resolve conflicts and manage scheduling challenges.
• Determined, proactive, and skilled in handling logistics with efficiency and precision.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
• Customer service-oriented, dependable, self-motivated, enthusiastic, and resourceful.
• Excellent time management and organizational skills, with the ability to manage multiple tasks with high attention to detail and minimal supervision.
• Positive attitude and collaborative spirit.
• Ability to work independently and as part of a team.

Key Skills/Competency:

• Executive Support
• Calendar Management
• Travel Arrangements
• Expense Reporting
• Client Interaction
• Office Operations
• MS Office Proficiency
• Organizational Skills
• Time Management
• Discretion and Confidentiality