Executive Assistant and Office Manager

The core responsibilities of this position are to provide office and administrative support to the Chicago office in a dynamic environment, while maintaining the utmost discretion with regards to proprietary and confidential information. In this role, the candidate will also oversee the New York and Los Angeles Executive Assistants providing daily guidance and leading weekly meetings. This position offers a great opportunity to learn all facets of the advertising industry, to build and maintain relationships at all levels, and to play an important role in the organization. For the right person, this role will be a solid platform for growth and advancement within the company.

THE DAY-TO-DAY

• Manage Core Sales West schedules and travel arrangements.
• Track and prepare sale’s business expense reports.
• Plan and coordinate all logistics for team meetings, offsites, client events, social events, and volunteer efforts (including but not limited to location sourcing/booking, catering, AV requirements, transportation, etc.).
• Handle sensitive & confidential information with discretion.
• Prepare weekly sales reports in Google Docs and Google Sheets using Salesforce reports.
• Manage all aspects of the Chicago office, tasks include managing conference rooms and workstations for Chicago, office supply orders, weekly kitchen orders, office cleanliness, handling repairs, and working in conjunction with building management and various service vendors.
• Candidate must know how to run full vendor management, liaison between office management and team.
• Help with company culture and team-building activities.
• Organize and manage regional and national company offsites. 

GREAT TO HAVE

• 5+ years of administrative experience. 
• Must possess outstanding organizational, problem solving, and time management skills; able to handle multiple responsibilities and priorities with extreme attention to detail.
• Positive, proactive attitude with ability to anticipate needs of executives and act accordingly.
• Self-motivated problem-solver with a proactive attitude and takes initiative. 
• Excellent communication skills, both verbal and written.
• Organizational awareness: ability to interact with internal and external clients at all levels.
• Ability to adapt to change and work well under pressure in a fast-paced environment.
• Experience managing calendars in Outlook & coordinating different time zones/locations.
• Must have strong knowledge of MS Office, G-Suite, Concur, Digital Cloud filing (Dropbox), Zoom/Webex/MS Meetings, Asana (Salesforce a plus).

 

Viant Technology Inc. (NASDAQ: DSP) is a leader in CTV and AI-powered programmatic advertising, dedicated to driving innovation in digital marketing. Viant’s omnichannel platform built for CTV allows marketers to plan, execute and measure their campaigns with unmatched precision and efficiency. With the launch of ViantAI, Viant is building the future of fully autonomous advertising solutions, empowering advertisers to achieve their boldest goals. Viant was recently awarded Best AI-Powered Advertising Solution and Best Demand-Side Platform by MarTech Breakthrough, Great Place to Work® certification and received the Business Intelligence Group’s AI Excellence Award. Learn more at viantinc.com.

 

Viant is an equal opportunity employer and makes employment decisions on the basis of merit.  Viant prohibits unlawful discrimination against employees or applicants based on race (including traits historically associated with race, such as hair texture and protective hairstyles), religion, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, reproductive health decision making, gender, gender identity, gender expression, age, military status, veteran status, uniformed service member status, sexual orientation, transgender identity, citizenship status, pregnancy, or any other consideration made unlawful by federal, state, or local laws.  Viant also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.

 

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