Administrative Operations Assistant (Contract Employee)

The Ad Council

New York, NY(remote)

Apply

JOB DETAILS

SALARY

$5,250–$5,600

SKILLS

Administrative Skills, Advertising, Budget Management, Budgeting, Business Writing, Calendar Management, Campaigns, Communication Skills, Data Entry, Detail Oriented, Document Management, Editing, Establish Priorities, Executive Assistant Skills , Expense Reports, Fundraising, Google Apps, Interpersonal Skills, Logistics, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Nonprofit, Operational Support, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Project Tracking, Project/Program Management, Salesforce.com, Schedule Development, Slack, Team Player, Technical Marketing, Time Management, Travel Planning, Work From Home, Writing Skills

LOCATION

New York, NY

POSTED

3 days ago

Who we are:

The Ad Council convenes creative storytellers to educate, unite and uplift audiences by opening hearts, inspiring action and accelerating change. For more than 80 years, the nonprofit organization and its partners in advertising, media, marketing and tech have been behind some of the country's most iconic social impact campaigns - Smokey Bear, Friends Don't Let Friends Drive Drunk, Tear the Paper Ceiling and many more.

Job Summary:

Due to the nature of the role, we are only considering applicants who live within proximity to NYC.

As the Administrative Operations Assistant (Contract Employee), you will provide senior-level administrative support to our President & CEO (50% time) and two other teams (Philanthropy and Ad Council Research Institute (50%). You will be responsible for scheduling, organizing travel/meeting arrangements, submitting expense reports, and all other administrative support, as needed. You will support the team members and leaders with presentations and deck preparation, coordination, and operational tasks, ensuring efficiency and organization.

Additionally, you will assist with the project management for the Philanthropy and ACRI teams, including developing and tracking timelines and status documents, assisting with budgeting and tracking overall project milestones through programs like Asana and Salesforce.

This essential position is perfect for you if you are comfortable managing multiple priorities and personalities, have strong organizational practices, clear and timely written and oral communication skills, and are a great project manager. We are open to this role working remotely, within the NYC area. Some in-office support will be required, as needed.

Compensation & Engagement:

This is a contract employee role. This means that, while the position is at all times one of "at will employment", the Ad Council anticipates at present that the employment length would be approximately 6 months with the possibility to extend the contract. Depending on experience, the compensation for this position is $5,250 - $5,600 monthly (overtime eligible), paid semi-monthly. Contract employees will be eligible to participate in limited benefits and paid time off. There is flexibility with working remotely, though some in-office support may be required.

What you'll do:

Scheduling & Calendar Management

Assist with scheduling for Philanthropy team members and President/CEO.
Coordinate meetings across multiple stakeholders and time zones

Travel Coordination

Prepare and manage travel itineraries, bookings, and logistics for Philanthropy team and President/CEO
Ensure smooth travel experiences by anticipating needs and resolving issues proactively

Expense & T&E Support

Prepare and submit expense reports / T&E for Philanthropy team members and President/CEO
Ensure accuracy, timely submission, and compliance with internal guidelines

Meeting & Presentation Support

Assist with meeting preparation, including creation and formatting of PowerPoint presentations, agendas, attendee bios and other related materials

General Administrative Support

Provide day-to-day administrative assistance as needed to support smooth team operations
Create, organize, file, and manage key documents in Box, Google (Docs and Sheets) and Salesforce

Project Management

Develop and track project timelines for both internal and external purposes
Develop status documents,
Assist with scheduling meetings, writing meeting notes, any other follow-up
Assist with budgeting as needed
Create, organize, file, and manage key documents in Box, Google, Salesforce, and Asana

What you bring:

5+ years of experience in administrative, executive support, operations, or project management roles
Strong business writing and editing skills
Strong communication skills, including comfort interfacing with C-suite leaders and comfort communicating proactively and in a timely manner
Excellent organizational skills and attention to detail
Ability to prioritize, multitask, and manage time effectively
High level of confidentiality and discretion
Proactive, self-starter mindset with excellent interpersonal skills
Proficiency in technology, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Box, Google Workspace, Salesforce, Asana and Slack
Ability to thrive in a fast-paced, team-oriented, deadline-driven environment
Collaborative work style with the ability to engage effectively across departments
Sound judgment and a warm, professional demeanor with a "can-do" attitude
Ability to work cooperatively and collaboratively with staff within and outside of the department
Exercise good judgment: operate with warmth, and a 'can-do' mindset

Qualities of a standout candidate:

Both strong administrative and project management experience
Experience assisting with managing budgets
Experience in Salesforce, specifically performing data entry and updates
Experience with Asana to help manage projects internally
Excellent communication skills - professional, proactive, and timely
Accountability for and ownership of your work

What we're committed to:

At the Ad Council, we value and celebrate the unique characteristics and perspectives that make each person who they are. Fostering a welcoming environment allows us to enhance and reimagine how we reach our audiences. It is not simply our belief, but our duty, to cultivate a team that is representative of the American people. Only then can we drive true, measurable, and life-changing impact on the most important issues facing our country today.

The Ad Council is an Equal Opportunity Employer. Qualified applicants will be considered for employment without regard to any legally protected status.

The Ad Council invites all qualified interested applicants to apply for career opportunities. In accordance with the EEOC, if you are a person with a disability and need a reasonable accommodation for any part of the application or hiring process, please submit your request through one of the following methods listed below.

How to reach us:

To apply online:

Email: (careers@adcouncil.org)

Fax (212) 922-1676

or

Ad Council

Attn: People Operations Team

815 2nd Avenue, 9th Floor

New York, NY 10017

#LI-Remote

About the Company

The Ad Council

Resume Resources

Free Resume Templates Free Resume Builder