Executive Assistant & Growth Coordinator

Project Worldwide • Full-time • New York, NY, US • $60k - $70k / year • 1w ago

Our Opportunity

GPJ is hiring an Executive Assistant & Growth Coordinator to join our growing team!

This role is hybrid, requiring you to report on-site to one of the following office locations a minimum of 2 days/week: New York City, Boston, Austin, Detroit, or Los Angeles.

Your Role

The Executive Assistant & Growth Coordinator provides comprehensive administrative support to senior executives, including managing complex calendars, scheduling meetings, and coordinating travel. They act as a gatekeeper, handling communications and sensitive information with discretion.

Additionally, they organize meetings and events, manage project timelines, and assist cross-functional teams to ensure deadlines are met. The role also involves being a liaison between executives and internal/external stakeholders, maintaining smooth communication, and managing internal updates.

Office management responsibilities include overseeing daily operations, assisting with onboarding, and managing office resources. The assistant also supports special projects, focusing on improving efficiencies and aiding in company initiatives.

Your Skills

Provide day-to-day support on all administrative tasks, including files, expense reports, phone lists, agendas, travel arrangements, meeting scheduling and preparing minutes
Provide relief coverage to the reception desk on a rotating schedule with other administrative assistants
Prepare Purchase Orders, As Solds, Invoice Requests and NPIs
Assist with Floor Plans and job cost information
Manage Master Show Schedule/Dealer lists/Pre-show fact sheets
You will be responsible for finding solutions to challenges and taking ownership of specific projects

In addition to supporting one of our Executives, this role will also work closely with our New Business Development team. The responsibilities for this part of the position will include:

Provide high-level administrative support to NBD leadership; managing calendars, scheduling meetings, and coordinating travel/ writing travel briefs
Act as a gatekeeper for incoming requests, ensuring leaders' time is prioritized effectively
Prepare and edit correspondence, reports, presentations, and other documents as needed
Support the NBD team in organizing and managing pitch processes, ensuring deadlines and deliverables are met
Assist in tracking leads, RFP deadlines, and prospect engagement activities in CRM and internal tracking tools
Schedule and coordinate internal and external meetings, including preparing agendas and capturing action items
Partner with internal teams (Strategy, Creative, Production, Finance) to facilitate seamless coordination during the RFP/RFI process
Assist in organizing the NBD Drive - including capabilities and case study decks as well as client pursuit folders
Assist in the preparation of meeting materials, including briefing documents, decks, and follow-up summaries
Ensure note taking/recording/AI is used on applicable meetings and saved in the correct folders
Maintain organizational systems and documentation for the NBD team, ensuring easy access to key materials
Support budget tracking, expense reconciliation, and vendor coordination as needed
Identify opportunities to streamline administrative processes and improve team efficiency

Your Competencies

Communication - Express yourself clearly in person, writing, presenting and maintaining your internal GPJ stakeholders in addition to upholding a positive image for GPJ externally.

Prioritization / Organization - Properly allocate time and resources so that jobs are completed within a defined timeframe; establishing a reasonable timeline for completion when no concrete date is given and clearly communicate that to the parties involved.

Thoroughness - Ensure your work (and if applicable, the work of others) is complete and accurate. Carefully prepare for meetings and presentations. Follow up to ensure agreements / commitments are on track or have been fulfilled.

Your Experience

Experience & Education

High School Diploma/equivalent
5+ years of previous office administrative experience, preferably in an agency environment
Proficient typing and writing skills
Demonstrated ability to manage and organize multiple projects
Mastery of Word, PowerPoint and/or Keynote and Excel

Your Impact

In your role, you will have influence and responsibility over Executive communications, travel and planning.

Salary Range: $60k - $70k

Salary is dependent on a variety of factors including (but not limited to) experience, skills, and location.

Who We Are

GPJ is the world leader in experiential marketing. Our 29 global offices are filled with fearless people dreaming up ideas that are transforming industries and bringing the most respected brands to life in powerfully, exciting ways. We are a part of the Project Worldwide family. An independent, employee-owned global network of complementary, wholly owned agencies.

You read that "employee-owned" part, right? You heard us correctly. You work hard, she works hard, we all work hard… we all succeed and reap the rewards. We have an Employee Stock Ownership Plan (ESOP) – providing our employees with an ownership interest. We thought you would want to know that. In fact, there is a lot more you would want to know about us, like our FTO policy (no more "accruing" time off), our employer matching 401(k) plan (no vesting period), our "no employee contribution" healthcare option. But we are getting ahead of ourselves here, let's talk about this exciting opportunity first and we can fill you in on our perks & benefits later.

GPJ is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, citizenship, disability, protected veteran status, or any other protected class. In addition to federal law requirements, GPJ complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. GPJ expressly prohibits any form of workplace harassment based on any protected class.

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