Administrative Operations Assistant (Contract Employee)

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 ManagementAssist with scheduling for Philanthropy team members and President/CEO.Coordinate meetings across multiple stakeholders and time zonesTravel CoordinationPrepare and manage travel itineraries, bookings, and logistics for Philanthropy team and President/CEOEnsure smooth travel experiences by anticipating needs and resolving issues proactivelyExpense & T&E SupportPrepare and submit expense reports / T&E for Philanthropy team members and President/CEOEnsure accuracy, timely submission, and compliance with internal guidelinesMeeting & Presentation SupportAssist with meeting preparation, including creation and formatting of PowerPoint presentations, agendas, attendee bios and other related materialsGeneral Administrative SupportProvide day-to-day administrative assistance as needed to support smooth team operationsCreate, organize, file, and manage key documents in Box, Google (Docs and Sheets) and SalesforceProject ManagementDevelop and track project timelines for both internal and external purposesDevelop status documents,Assist with scheduling meetings, writing meeting notes, any other follow-upAssist with budgeting as neededCreate, organize, file, and manage key documents in Box, Google, Salesforce, and AsanaWhat you bring:5+ years of experience in administrative, executive support, operations, or project management rolesStrong business writing and editing skillsStrong communication skills, including comfort interfacing with C-suite leaders and comfort communicating proactively and in a timely mannerExcellent organizational skills and attention to detailAbility to prioritize, multitask, and manage time effectivelyHigh level of confidentiality and discretionProactive, self-starter mindset with excellent interpersonal skillsProficiency in technology, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Box, Google Workspace, Salesforce, Asana and SlackAbility to thrive in a fast-paced, team-oriented, deadline-driven environmentCollaborative work style with the ability to engage effectively across departmentsSound judgment and a warm, professional demeanor with a "can-do" attitudeAbility to work cooperatively and collaboratively with staff within and outside of the departmentExercise good judgment: operate with warmth, and a 'can-do' mindsetQualities of a standout candidate:Both strong administrative and project management experienceExperience assisting with managing budgetsExperience in Salesforce, specifically performing data entry and updatesExperience with Asana to help manage projects internallyExcellent communication skills - professional, proactive, and timelyAccountability for and ownership of your workWhat 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: https://www.adcouncil.org/join-our-teamEmail: ( careers@adcouncil.org )Fax (212) 922-1676orAd CouncilAttn: People Operations Team815 2nd Avenue, 9th FloorNew York, NY 10017#LI-Remote