Executive Assistant (NYC)

Position: Executive Assistant | Location: New York, NY | Start Date: Immediate

About the Gramlist:

The Gramlist is a 360 influencer innovation agency, with technology at its core. We connect brands to an untapped pool of prospective talent in order to spark an authentic social conversation via Instagram and beyond. Our manifesto is anchored in authenticity, transparency, and engagement, because we feel that all of our social feeds could use a whole lot more of that. Over the last 18 months, we’ve had the opportunity to work with incredible clients like Samsung, Armani, SoulCycle, Kiehl’s, Progressive, and Remy Martin to name a few and we’re growing fast.

The Role:

The Gramlist is seeking a full-time Executive Assistant who is a motivated self-starter, sharp, outgoing, confident, organized, and possessed with impeccable written communication skills and strong common sense.  This person will handle day-to-day office operations, assist the Chief Executive Officer (CEO) on administrative duties & other initiatives, and help with personnel, manage interns, etc.  The Executive Assistant will also serve a key role in helping to ensure the smooth functioning of a growing office.  This role is a fantastic opportunity for someone who wants to gain insight into the digital and social media industries & human resources, while also gaining practical experience in a quickly growing startup.

Responsibilities:

  • Manage all administrative duties for the CEO.  Assist in managing their calendars, travel, expenses, meeting preparation, and other aspects of their jobs.  Be prepared to take on special projects and delegated tasks.
  • Work with team on human resources initiatives:  
    • Oversee and maintain all documents and logistical matters related to new employee hires including an onboarding manual, offer letter, welcome packages, equipment set-up, etc.  
    • Oversee and maintain all employee related documents including organizational charts, job descriptions, and employee review documents.  
    • Coordinate interviews for open job positions and seasonal intern cohorts, employee review process, and assist employees/freelancers with Accounts Payable and contract-related questions.  
    • Maintain an overall positive work environment through helping to set and define the culture of the office.  Coordinate all-staff meetings, team outings, volunteer opportunities, and retreats.
  • Oversee all responsibilities related to ordering office supplies and services to help maintain the cleanliness and smooth functioning of the office.  
  • Greet visitors warmly and professionally.
  • Handle vendors and vendor-related issues.  Proactively seek out the most effective, cost-efficient vendors for numerous services.
  • Manage and traffic emails that come into the main Gramlist accounts
  • Maintain and track company management expenses and budgets
  • Assist with monthly financial close, expense review, accounts payable, and collections.

Requirements:

  • Bachelor’s degree
  • 1-3 years of experience
  • Exceptional computer skills and must be internet and social media savvy (Google Docs, Spreadsheets, and Keynote/Powerpoint are a important)
  • Excellent written and verbal communication skills
  • Strong planning and organizational skills
  • Demonstrates a high-level of tact and discretion in handling confidential matters
  • Exhibit strong judgement & decision-making skills
  • Demonstrates an ability to prioritize and meet deadlines, and thrive in a fast-paced environment.  The ideal candidate will be familiar with and accustomed to the pace of a startup organization.
  • Can-do attitude and strives to do more for a growing team
  • Ability to multitask, be flexible, and work seamlessly under pressure
  • Solutions-driven and ‘get-it-done’ mentality
  • Proactive, resourceful, detail-oriented, and anticipatory work style
  • Likes to put structure into an unstructured environment

We’re a small but mighty social-first agency that combines human curation with technology to activate campaigns on the social web. Join the next chapter of The Gramlist story.

To Apply Email: [email protected] with your Resume, Instagram handle, LinkedIn, and 3 reasons you were born to shape the future of social media.