Executive Assistant

Wunderman Thompson

Department: Operations

Location: Boston, MA, United States

Who we are:

At Wunderman Thompson we exist to inspire growth for ambitious brands. Part creative agency, part consultancy and part technology company, our experts provide end-to-end capabilities at a global scale to deliver inspiration across the entire brand and customer experience.

We are 20,000 strong in 90 markets around the world; our people bring together creative storytelling, diverse perspectives, inclusive thinking, and highly specialized vertical capabilities to drive growth for our clients. We offer deep expertise across the entire customer journey, including communications, commerce, consultancy, CRM, CX, data, production, and technology.

Who we are looking for:

At Wunderman Thompson, MSC we exist to inspire growth for ambitious brands. We are seeking an experienced Executive Assistant who’d like to join our entrepreneurial fast-growing Fortune 500 company. You will have previously partnered with executive teams to provide them premiere assistance including global correspondence, reports, travel arrangements, calls and presentations. You are adept at being an important point of contact between an executive team, other employees, clients, prospective clients, vendors and other visitors. You are professional and discreet as you will be called upon to assist HR with onboarding or offboarding employees, creating and maintaining confidential files and handling requests for appointments/telephone calls, as well as representing the company to executive-level contacts and visitors.

What you'll do: 

  • Support | Complex calendar management across all Time Zones, most meetings including employees in India, Europe or South America. Work closely with the CFO and HR to onboard or offboard employees, order and deploy all IT equipment, work with local IT to configure laptops, order iPhones and monitors, etc. Acts as a point of escalation to project manage urgent IT issues to resolution.
  • Manage | Makes complex global and local travel arrangements and manages all details associated with trips. Manages expenses, travel budgets, and mobile phone plans. Organize, coordinate and execute small and large scale events at a local and international level. Some invoice management and payment. Input data into various company systems and applications.
  • Create | Maintains confidential files and information. Assembles required documentation for meetings, presentations, etc., and conducts research for information as needed.
  • Represent | Exercises considerable judgment and discretion in handling requests for appointments and telephone calls, routing them to others or dealing with them on his/her own initiative when appropriate. Effectively communicates with all levels both verbally and in written form. Represents the company to frequent executive-level contacts and visitors.

Who you are:

  • Agile | You’re equipped with a get-things-done attitude and a high level of initiative. Ability to grasp processes and process new information quickly.
  • Professional | You have a high level of professionalism will be needed as you’ll be working at the executive level and will occasionally be required to handle sensitive and confidential information.
  • Organized | You possess an advanced ability to organize, prioritize and manage multiple initiatives while maintaining focus on overall goals.
  • Adept Communicator | You’re able to convey information clearly and concisely within the executive team and with other employees, prospective clients, vendors etc.
  • Ego-less | We all wear the hats that need wearing, it’s a mentality that makes the team successful.

What you'll need: 

  • A Professional and proactive approach with minimum of 5 years of solid administrative experience working at the executive level.
  • Strong business acumen plus superior organizational, oral, and written communication and proof-reading skills.
  • High level of interpersonal skills and professional maturity to handle sensitive and confidential situations.
  • Strong attention to detail and superb “sense of urgency” as well as advanced ability to organize, prioritize, and manage multiple priorities while not losing sight of overall goals.
  • Demonstrate the ability to grasp processes and apply information quickly.
  • Excellent verbal and written communication skills required.
  • Proficient in PC and Mac environments with advanced Microsoft Office skills including Excel, PowerPoint, Outlook, and Word.
  • Technical skills including virtual meeting setup and office equipment.
  • Accuracy and attention to detail is extremely important to this position.
  • Exceptional organizational skills.
  • Strong customer service/customer sensitivity skills.
  • Friendly, helpful attitude toward employees, clients, prospective clients, vendors, and other visitors.

Wunderman Thompson is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion or belief, sex, age, national origin, citizenship status, marital status, military/veteran status, genetic information, sexual orientation, gender identity, physical or mental disability, or other protected group status. We believe in creating a dynamic work environment that values diversity and inclusion and strives to recruit a diverse slate of candidates to help us achieve that goal.

At Wunderman Thompson, we are committed to actively building a diverse, equitable and inclusive workplace where everyone feels welcomed, valued and heard, and is treated with dignity and respect.  As leaders and creative partners across industries, it is our responsibility to cultivate an environment reflective of our greatest asset; our people. We believe that this commitment inspires growth and delivers equitable outcomes for everyone as well as the clients and communities we serve.

Wunderman Thompson is a WPP agency.  For more informationplease visit our website and follow Wunderman Thompson on our social channels via Twitter, Facebook, LinkedIn, and Instagram.  

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