Executive Assistant - Production Solutions Job at Moore DM Group LLC in Vienna

Description

Executive Assistant

As the Executive Assistant, you will report to the Vice President of Human Resources and Engagement and play a crucial role in providing high-level administrative support to the President and our senior-level management team. You will be responsible for overseeing and monitoring multiple schedules and travel. Using your excellent project management skills, you will support our executives with various projects, including the planning of leadership summits, data analysis, and report generation. You will manage participation and active membership in various industry committees and organizations, such as the Direct Marketing Association of Washington (DMAW), the Direct Marketing Fundraising Association (DMFA), and the Non-Profit Association (TNPA).

This position requires a highly organized, detail-focused individual who is flexible in approach and able to adapt to multiple executives' varying styles and needs. Diplomatic and decisive, while maintaining a high level of confidentiality and discretion, is essential to your success.

Production Solutions, a Division of Moore, is an industry leader and expert in direct mail production management. We believe breakthrough results come from inspired people, ambitious thinking, impeccable service, and a spirit of working together. We listen, understand, strategize, create, and execute direct mail campaigns within annual fundraising programs. We are bold and resourceful; solving problems and hustling for our clients and each other is what we love to do. Conveniently located close to Tyson's Corner, you can work from our office and enjoy a hybrid schedule. At Production Solutions, we promise a challenging and rewarding career with an employer who genuinely cares and a leadership team driving the company toward an even brighter and more exciting future.

Moore is a data-driven constituent experience management (CXM) company, achieving accelerated growth for clients through integrated supporter experiences across all platforms, channels, and devices. We are an innovation-led company that is the largest marketing, data and fundraising company in North America serving the purpose-driven industry with clients across education, association, political and commercial sectors.

Check out www.productionsolutions.com and www.WeAreMoore.com for more information.

Requirements

Your impact:

• Administrative Support: Provide comprehensive administrative assistance, including managing calendars, scheduling meetings, and coordinating travel arrangements for executives and clients.
• Communication: Serve as the primary point of contact between executives and internal/external stakeholders. Handle correspondence, phone calls, and emails professionally and promptly.
• Meeting Coordination: Prepare agendas, materials, and presentations for meetings. Take accurate meeting minutes and follow up on action items.
• Documentation: Draft, proofread, and edit documents, reports, and presentations. Ensure all documents are formatted and presented correctly.
• Event Planning: Help organize company events, executive summits, and other special projects within the enterprise. Coordinate logistics and ensure smooth execution.
• Confidentiality: Handle sensitive information with the highest level of confidentiality and integrity.
• Office Management: Handle requests for information and data. Resolve administrative problems and inquiries.
• Project Management: Support executives with various projects, including research, data analysis, and report generation. Manage participation and active membership in various industry committees and organizations, such as the Direct Marketing Association of Washington (DMAW), the Direct Marketing Fundraising Association (DMFA), and the Non-Profit Association (TNPA).
• Moore Enterprise: Collaborate with the Corporate EA Team in planning the logistics for Moore Board meetings and Leadership Summits.

Your Profile:

• A minimum of 5 years of experience as an executive assistant supporting multiple high-level executives.
• Bachelor's degree in business administration or communications is preferred: additional Executive Assistant qualifications a plus.

Skills:

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficiency in Concur Management System (expense/travel)
• Ability to prioritize tasks and work independently.
• Detail-oriented with a high level of accuracy.
• Ability to nurture and maintain client, supplier, and company relationships with high integrity, confidentiality, and professionalism.

Attributes:

• Ability to handle multiple priorities and adapt to changing demands.
• Ability to think quickly and find solutions to unexpected issues that may arise in the executive's schedule or tasks.
• Discretion and confidentiality in handling sensitive information.
• Proactive and resourceful problem-solving skills.
• Positive attitude and a commitment to providing excellent support.

How We'll Support you:

• Join the largest marketing and fundraising company in North America serving the nonprofit industry where we prioritize innovation and professional growth.
• Collaborate with industry subject matter experts with over 5,000 employees across the enterprise.

• To help you stay energized, engaged and inspired, we offer a wide range of benefits including comprehensive healthcare, paid holidays and generous paid time off so you can have the time and space to recharge pursue your other passions and be with the people you care about.
• Moore is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.