Executive Assistant

People
New York, New York, United States

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People
New York, New York, United States

About Index Exchange:

Index Exchange is a global advertising supply-side platform enabling media owners to maximize the value of their content on any screen. As a trusted partner and ally, we connect leading experience makers with the world’s largest brands to ensure a quality experience for consumers.We’re a proud industry pioneer with over 20 years of experience accelerating the ad technology evolution. With our radically transparent business practices and dedication to total market efficiency, we’re committed to upholding the integrity of the programmatic ecosystem at large.

What’s it like to work at Index?

Index is an exciting and fast-paced place to work. You'll be able to feed your ambition, lean into trust and transparency, and feel genuine support from your colleagues. We’re built on our core values and live them each day. They're‌ not just buzzwords.

We pride ourselves on our independence and openness, not only in our technology, but in our teams, too. Our diverse and inclusive culture celebrates how we can leverage our unique differences to help drive Index forward.

We have more than 550 Indexers around the globe dedicated to building a safe and transparent marketplace that provides a trusted experience for consumers, and we’re looking for talented professionals to help take us to the next level.

Are you ready to join the programmatic evolution?

We are seeking a NYC-based Executive Assistant that will support the Chief Marketing Officer (CMO), as well as plan, coordinate, and run in-office events. This role reports directly to the CMO, who leads multiple functions and disciplines globally for Index, including Marketing Communications and Learning & Development, as well as serving as the executive lead for DEI and Sustainability, and is an active participant in various industry organizations. 

The EA is a strategic partner for our executive leaders, proactively anticipating needs and issues, and streamlining and organizing schedules, travel, and team projects. The EA will be tuned into the business operations and priorities of the CMO, and facilitating administrative tasks and operations on their behalf.  

 Here’s What You’ll be Doing: 

  • Proactive calendar management to optimize the CMO’s time and efficiency, handling the details to help them operate at the highest level with opportunity to leverage administrative and organizational experience in ways that directly contribute to business goals and enhance performance. Prioritize conflicting needs, handle matters expeditiously and proactively, and follow-through on projects to successful completion.  
  • Direct, monitor, and contribute to project management; track and drive completion of key deliverables, proactively following up on outstanding items as needed. Provide an extra layer of transparency on pending projects for follow-up and execution; identify potential issues for escalation.  
  • Intuit the dynamics of the team, and seamlessly step into and out of workflows across the company, time zones, and travel schedules. 
  • Manage logistical and administrative support for meetings. This includes having working knowledge of the technology in the offices and the workflow tools (Microsoft suite of products, video conferencing tools, and Confluence).
  • Coordinate complex travel itineraries and manage expenses diligently and on time.
  • Plan, coordinate, and support in-office events in collaboration with the workplace, community, and EA teams. These events are both internal as well as external, and can include planning everything from guest office access to catering to IT needs.
  • Be trusted to access confidential information with complete integrity, operate with an elevated level of self-motivation, and provide candid and collaborative feedback.   

Here's What You Need: 

  • Strong work tenure: 4+ years of executive-level support. 
  • Experience in a fast-paced environment requiring a high degree of sensitivity, detail-orientation, responsiveness, and organization.   
  • Governed by a strong proactive approach, taking the initiative where appropriate, and looking beyond the immediate ask to anticipate future needs or requirements and work through them resourcefully.  
  • Organized but flexible, with the ability to anticipate change, and to react efficiently and quickly.  
  • Self-directed: Able to determine priorities, make decisions, and manage time well. That said, not afraid to ask questions and ask for help when needed.  
  • Take pride in exhibiting a high degree of accuracy and great attention to detail.  Strong organizer with the ability to create processes that simplify tasks.  
  • Effective communication skills in English, both written and verbal.   
  • Tech savvy - existing knowledge of computer programs and the ability to quickly learn programs. Proficiency in Microsoft Office Suite (like Outlook and Teams), Slack, Confluence/ wiki pages, expense and travel software, and project management programs.   
  • Team player with a high degree of ownership. Willing to step in where needed and help others. 
  • Some event planning and/or hospitality experience is a plus. 

The base salary for this role is USD 73,000 - 120,000. The total compensation package may vary depending on job related knowledge, skills and experience. ​​

Why You’ll Love Working Here:

  • Comprehensive health, dental, and vision plans for you and your dependents  
  • Paid time off, health days, and personal obligation days plus flexible work schedules  
  • Competitive retirement matching plans  
  • Equity packages  
  • Generous parental leave available to birthing, non-birthing, and adoptive parents  
  • Annual well-being allowance plus fitness discounts and group wellness activities    
  • Commuter benefits and discounts, where available  
  • Employee assistance program  
  • Mental health first aid program that provides an in-the-moment point of contact and reassurance  
  • One day of volunteer time off per year and a donation-matching program  
  • Bi-weekly town halls and regular community-led team events  
  • Multiple resources and programming to support continuous learning
  • A workplace that supports a diverse, equitable, and inclusive environment – learn more here 

Notification

Index Exchange is aware that there have been recent scams directed toward candidates regarding job interviews and offers.

Please be vigilant and do not accept interview requests, job offers, or other hiring-related documents from anyone other than our dedicated recruitment team, from the domain of @indexexchange.com. Our interview process consists of several steps, including phone screens and video interviews. We do not conduct interviews via an email questionnaire or request money at any point in the process.

We remain dedicated to resolving this matter and we appreciate your support.

Equal employment opportunity

At Index Exchange, we believe that successful products are built by teams just as diverse as the audience who uses them. As such, we are committed to equal employment opportunities. We celebrate diversity of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, or veteran status. Additionally, we realize that diversity is deeper than any status or classification—diversity is the human experience. For those who show grit, passion, and humility—Index will welcome you.

Accessibility for applicants with disabilities

Index Exchange welcomes and encourages individuals with disabilities to apply to work with us. 

If you require an accommodation, please share the details of your request and any information how we can assist you with the hiring recruiter when they contact you. Index Exchange will make reasonable efforts to ensure accommodation requests are met throughout the recruitment process.

Index Everywhere, Index Anywhere

Our corporate headquarters are in Toronto, with major offices in New York, Montreal, Kitchener, London, San Francisco, and many other global cities. As a major global advertising exchange, we are committed to operating as a tightly knit global team and embracing and empowering talent wherever our colleagues may be. All our technology positions and teams are open to remote and virtual work. 

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