Executive Assistant (Specialist)

• We are seeking a highly organized and proactive EA Specialist to support our Executive Leadership Team and broader commercial operations
• This role is ideal for someone who thrives in a fast-paced, dynamic environment and is passionate about delivering high-quality administrative and operational support
• You will play a key role in ensuring smooth day-to-day operations, managing executive logistics, and supporting cross-functional initiatives

Responsibilities

• Client & Agency Service Executive Support Manage and submit timesheets and expenses for ELT and select leadership
• Coordinate domestic and international travel, including flights, hotels and ground transportation
• Maintain executive calendars, ensuring alignment and conflict-free scheduling
• Assist with meeting preparation, material development and logistics
• Handle ad-hoc administrative requests from the ELT
• Operational Coordination Liaise with commercial and engagement teams to ensure accurate and timely timesheet entries
• Build strong relationships with internal teams and Omnicom operational functions (SSC, Paige, Building Services)
• Coordinate All Hands meetings, including speaker management, deck creation and recording logistics
• Maintain and update distribution lists, email access and onboarding support for new joiners
• Project & Event Support Support internal initiatives such as Diverse\\Team and Culture Club
• Assist with client list tracking for surveys, holiday cards, and gifting
• Partner with Operations Lead to schedule and track team training
• Support spokesperson travel coordination and client-facing meeting logistics

Qualifications

• This may be the right role for you if you have Education Bachelor s degree in business administration, Human Resources, or a related field
• Experience 5+ years of experience in a similar role, preferably within an agency or fast-paced corporate environment
• Proven ability to manage executive-level support and commercial operations

Technical Skills

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook, etc) Familiarity with video conferencing tools (Zoom, WebEx, Teams)
• Experience with timesheet and expense management tools
• Power BI knowledge is a plus
• Soft Skills Excellent verbal and written communication skills
• Strong attention to detail and organizational skills
• Ability to handle confidential information with discretion
• Self-starter with the ability to multitask and meet tight deadlines