Office Administrator - Assembly

We are Assembly, a leading global omnichannel media agency that merges data, talent, and technology to catalyze growth for the world's most esteemed brands. Our holistic approach weaves together compelling brand narratives with a comprehensive suite of global media capabilities, driving performance and fostering significant business expansion. Our initiatives are powered by STAGE, our proprietary operating system, and executed by a dedicated global team of over 2,300 professionals across 35 offices worldwide. Committed to purposeful action, we lead the way in social and environmental impact within the agency realm. As a proud member of Stagwell, the challenger network designed to revolutionize marketing, Assembly continues to set new standards of excellence.

ICYMI: Assembly was named Campaign US 2024 Media Agency of the Year, and our North America CEO, Valerie Davis, was recognized as Adweek’s Media All-Stars Executive of the Year. Our innovative work has also earned prestigious accolades, including The Webby Awards, Effies, and Cannes Lions.

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We are seeking an experienced and well-organized Office Administrator for our New York City office. Someone who anticipates needs, solves problems, and develops strong relationships built on trust and credibility. Someone who can work autonomously and be a team player and work with the corporate office services team. As the office manager you will play a critical role in ensuring the efficient and effective operation of our New York City office. This role is an in-person position in our office at One World Trade, Monday – Friday.

Responsibilities

Operations Management (60%)

Assist Administrative Services Manager with daily operations of the office which includes but not limited to the following:

• Greet clients and all visitors upon arrival.
• Update the local office with local and company-wide events with monthly updates and working with team members in other offices.
• Partner with the Stagwell core services team at the holding company level to ensure smooth delivery of services across office operations.
• Coordinate maintenance and repair schedules with Stagwell core services team to ensure a well-maintained and functional office environment.
• Oversee office operations, ensuring cleanliness, event setup, stocking supplies, and mail/package distribution.
• Partner with the People Team and IT to ensure all new employees are set up with office access on their first day.
• Oversee physical security for all company offices, including the provisioning and terminating of access cards to all employees and contractors (with the Stagwell core services team).
• Oversee and manage relationships with vendors.
• Act as the conduit for catering of meetings and office events with the support of the Stagwell core services team.
• Draft communications (policies, emails, etc.) related to facilities/office services.
• Serve as primary contact for building management at One World Trade Center and back-up contact at all other locations.

Administrative Assistance (40%)

Assist Global Chief People Officer with administrative assistance that includes but not limited to the following:

• Maintain discretion when handling sensitive information and executive communications.
• Arrange domestic and internation travel and complete expense reports in a timely manner.
• Arrange global team meetings, prepare agendas and materials.
• Prioritize and organize schedules, meetings, and ensure efficient use of time.
• Maintain Global People Team Channel documents and team members updated.
• Manage ad hoc projects as needed.

Requirements

• 2+ years of experience as an office manager or administrator, executive assistant experience is a plus. 
• Proficiency in Microsoft Office, including Excel, PowerPoint, SharePoint are a must. 
• Strong written communication skills. 
• Ability to anticipate needs ahead of time with proactive approach to problem solving. 
• High level of integrity, professionalism and judgment and the ability to handle sensitive information with discretion. 
• Exceptional communication, presentation, and interpersonal skills. 
• Self-starter, positive outlook and can-do attitude. 
• Flexibility; ability to be nimble and pivot where necessary, based on changing needs/priorities of office and CPO 
• Superior organizational skills and attention to detail. 
• Ability to multi-task and prioritize deadlines/deliverables. 
• Experience with planning and executing company events. 
• Ability to keep composure in potentially stressful situations. 
• Knowledge of OSHA and other environmental regulations a plus. 

Benefits

Equal Opportunities

In order to comply with equal pay and salary transparency laws in various locations, we believe the target range of base compensation in all locations within the United States for this role is $65,000-$75,000 USD. Actual compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, and location.

At Assembly, we believe every career is as unique as the individual and empower employees to reach their full potential in a winning culture motivated by a powerful purpose.

Assembly is an advocate for equal opportunity in the workplace. We are committed to ensuring equal opportunities regardless of race, color, religion, sex, national origin, sexual orientation, age, citizenship, marital status, gender identity, status as a protected veteran, among other things, or status as a qualified individual with disability. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation, please let us know. EEO Employer M/F/Vet/Disabled.