Executive Manager

YOUR BASELINE / An Executive Manager must be able to multitask, be extremely organized and proactive. Understand priorities and the urgency around situations, all the while maintaining composure, calm, and offering up solutions to achieve best results. Attention to detail is critical. Maintaining confidentiality and discretion when dealing with delicate situations is key. Previous experience (3-5+ years) as an Executive Assistant to C-Suite level executives is preferred.

YOUR IMPACT / You’ll handle:

Meeting Coordination:

• Schedule, prepare, and attend meetings; manage agendas and materials.
• Keep executives on track and ensure they have necessary meeting summaries.
• Collaborate with Project Managers, Account Leads, and Creatives for scheduling.

Calendar Management:

• Allocate 50% of time managing complex calendars, rescheduling as needed.
• Anticipate executive needs (e.g., arranging meals for busy days).

Travel Coordination:

• Plan transportation, lodging, and dining for business trips; manage approvals and billing.
• Align travel details with teams and add all information to calendars.

Expenses:

• Track and compile expense reports using Concur, obtain receipts, and ensure timely approvals.
• Assist with invoice creation and submission of travel expenses within two weeks.

 Time Management:

• Maintain timesheets, track job numbers, and ensure accurate submissions.
• Intimate understanding of executives’ priorities and goals.
• Managing “call(s) to action” surrounding priorities and goals.

General Support:

• Assist with professional memberships, speaking engagements, and conferences.
• Update leaders on team developments and maintain key documents (budgets, agendas, etc.).
• Support annual reviews, events, and special functions (e.g., staff meetings, workshops).

New Business Support:

• Assist with leader’s role logistics in pitches, travel, and meeting setups.

Tools & Communication:

• Acting with diplomacy while managing calendars and effectively communicating executives’ needs to reschedule, postpone, or cancel meetings.

• Use project management software (e.g., Asana) to delegate tasks and keep teams aligned.
• Maintain confidentiality, managing sensitive information discreetly.
• Update leaders on team/ department/ agency developments.
• Liaison between Martin and reporting office (i.e., IP, MLG)
• Utilize Asana and other project management software to delegate projects to Group Level + Service Specialists, keeping entire team updated and organized around Executive Committee requests and needs

General & Miscellaneous:

• Assist with outside responsibilities: manage professional membership, boards, speaking engagements, volunteering and conferences, which entails sign-up, travel, research event, etc.).
• Organize annual reviews using Culture Amp (set up meetings with direct reports / place reminders on calendars/ coordinate review process timeline).
• Initiate, project manage, and help organize specific Executive Committee and Managing Director functions, (i.e. helping with and hosting recurring agency (and non-agency) events):
  • Cannes
  • Staff Meetings
  • Ownership Team Meetings
  • Officer Meetings (New Officers)
  • Award Show events (timelines, judging, travel, help coordinate attendance)
  • EC workshops and off-sites
  • IP& MLG Partner meetings (RE’s, Collective Councils, etc.)
  • Special dinners
  • New Business: Executive Managers to assist with their leader’s travel, expenses, role logistics they will have within New Business pitches.
  • Partner with the Department Director to assist with department endeavors.

The Martin Agency is proud to be an equal opportunity employer and values diversity. We are committed to creating a place of belonging — a space where employees do not need to sacrifice who they are to exist and grow in our workplace. The Martin Agency does not discriminate on any unlawful basis including race, religion, color, national origin, disability, gender, gender identity, sexual orientation, age, marital status, veteran status, or any other basis prohibited by law.