Executive Assistant

VaynerMedia is a contemporary global creative and media agency with expertise in driving relevance for clients and delivering impactful business results. The independently-owned company was founded in 2009 by Gary Vaynerchuk, and has offices in New York, Los Angeles, Toronto, Mexico City, London, Amsterdam, Singapore, Kuala Lumpur, Bangkok, Tokyo, Sydney and India. VaynerMedia has been recognized for its work at the Cannes Lions, the Clio Awards and The Webby Awards. Some of VaynerMedia APAC clients include PepsiCo, SK-II, YouTube, Burger King, Under Armour, and more. 

Culture is our key and Empathy is how we build it. VaynerMedia’s APAC is strong with a world-class combination of diverse backgrounds collaborating to put forward innovative, creative and strategic solutions to the one advantage that stands the test of time --- PEOPLE.

Who are you?You’re a detail oriented, multitasker who handles even the most stressful situations with a smile. The busier things are, the better. Fifteen people are waiting for something and you have it all prioritized instantly without batting an eyelash. You’re helpful to the point that it’s almost super-human. Someone urgently needs a meeting room? On it. Last minute asset tracker? No sweat. Need to get a dongle for a last-minute client meeting? You’re already on your way. That’s what it means to work on the Operations team at VaynerMedia.

The Task At Hand --

This role is a hybrid role, spanning operational assistance at all levels of VMAPAC! Some days, the task at hand may vary slightly, and you’ll need to be flexible, agile, and open to full support on all operational coordination. 

• Maintain a friendly, professional, but not yet stuffy personality at all times. You are the embodiment of VaynerMedia’s fun atmosphere.
• Miscellaneous administrative tasks to help scale leadership team day-to-day (expense reports, calendar, etc)
• Managing the executive’s calendar (MD, Head of Creative / Client Partnership), including making appointments and prioritizing the most sensitive matters
• Drive organizational or key leadership priorities as defined by MD 
• Management of virtual & in person engagements, including but not limited to client and candidate meetings
• Ensuring leadership and team leads meetings are scheduled, prepared for, documented and distributed with assigned action points by capturing and summarizing key outputs. 
• Leading and manage global visits both work and play 
• Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive’s behalf
• Maintaining comprehensive, confidential and accurate records at all times
• Coordinate logistics for executive team visitors/clients using discretion and professionalism in all communications.
• Manage visa documentation, travel and stay arrangements to and from India 
• Maintain office upkeep and repairs,  vendor management and coordination
• Arrange Logistics for employee meet ups in various cities, meetings, as per requirement
• Any ad-hoc work required for India location management

The ideal candidate has:

• Bachelor’s degree or the equivalent work experience
• 2+ years of PA/admin/office management experience in fast-paced, dynamic environment (ideally within advertising/digital or tech)
• Great organizational skills and attention to detail
• Ability to multitask like an octopus working a switchboard
• Proactive approach. We like creative people and creative solutions. No idea is too crazy
• Experience using Excel, and other Microsoft software along with experience using a Macbook desirable
• Excellent written, verbal, and non-verbal communication skills
• Ability to quickly learn new tools and technologies; Interest and experience in using technology and the Internet to improve work efficiency
• Expectation of complete confidentiality on all business matters
• Ability to effectively communicate and collaborate with a diverse range of people and job functions
• Great organizational skills

VaynerMedia is an Equal Opportunity Employer. This means that VaynerMedia provides equal employment opportunities to all staff members and job applicants without regard to gender, pregnancy, marital or civil partnership status, gender reassignment, race, disability, sexual orientation, religious belief, part time or fixed term employment, age or any other legally protected class.