Executive Assistant

About the role: An Executive Assistant is needed to support the New York Office Executive Team of Ipsos MMA. Responsibilities are varied but generally include NYO administration and MMA Team office management including liaison with accounting, and human resources initiatives, as well as individual support to team leaders.

RESPONSIBILITIES: AdministrationSupport members of the Executive Team with calendar management, timesheet submissions, processing expense reports and visa applications. Maintain various e-mail distribution lists. Schedule and organize meetings/events. Research and coordinate housing and travel for visiting team members on assignment to US. Work on projects as directed. Accounting Process Travel & Entertainment expenses. Ensure all expenses are accompanied by a receipt and/or expense description, submit signed reports, track all expenses. Process vendor invoices. Maintain a collaborative working relationship among Ipsos Finance and Accounting teams. Recruiting Assist in coordination of NYO on-site interview logistics, secure meeting rooms, distribution of resumes and interview schedules. Present a positive impression to all candidates throughout the applicant process. New Hire Onboarding Set up onboarding schedules, arrange for equipment, sign I9 forms, submit paperwork, and related tasks. Make new hire initial travel and hotel arrangements as required. Act as resource for new hire administrative questions. Submit NYO new hire announcements to Office Manager. Train new hires in how to complete expense reports and timesheets. Office Management Manage meeting logistics including conference room reservations, catering, and expenses for in-house Company/ Executive/Team meetings. Monitor team seating. Serve as resource for Expense Reporting system including training new hires on the system. Stay abreast of Ipsos policies and procedures and serve as MMA Team resource.

Meetings & Conferences: Coordinate all logistics for off-site Executive Management Trips and Company meetings including flights, hotels, catering, audio visual, etc. Coordinate all logistics for Team dinners and Happy Hour events (source venues, contract & payments, catering).