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Executive Assistant & Special Projects Coordinator

Blue State

Blue State

New York, USA · New Jersey, USA
Posted on Sunday, April 28, 2024

What to know

As Executive Assistant & Special Projects Coordinator, you’ll play a critical role in keeping Blue State running smoothly. You’ll collaborate most closely with our CEO as their right-hand person, as well as provide administrative support to our executive team and lead a variety of ad hoc initiatives. Your responsibilities span different areas of the business and require traditional Executive Assistant expertise along with forward-thinking, creative skills that you’ll apply to special projects.

This is a full-time role, but flexible working hours can be accommodated depending on your particular circumstance. You’ll mostly work remotely, but should be based in the NY/NJ area as you’ll occasionally need to be at our physical office in downtown NYC.

Even if you don’t think your current skill set checks every box below, but this role seems to align with your strengths, we’d love to hear from you! We encourage candidates from a broad range of backgrounds to apply. Please note: a cover letter is required as part of your application.

The company

Blue State is a purpose-driven agency. We partner with leading causes, brands, and campaigns and create real change. From Google and UNICEF to Amnesty International and Oxfam America, we transform how brands and causes raise money, influence policy, build platforms, and grow communities of supporters. Led by the most creative and analytical minds from the political, nonprofit, and brand worlds, Blue State is a part of WPP Digital and has 150+ employees in the US.

A day in the life

Executive Assistant to the CEO:

  • Administrative leadership: schedule and calendar management, travel coordination, expense management
  • Project management: prioritize and organize tasks to ensure smooth day-to-day operations; note-taking, documentation, and desk research; follow up on and track next steps; collaborate across teams to field requests and concerns
  • See around corners: anticipate roadblocks; flag key meetings and events; surface information and need-to-know items; keep your finger on the pulse of our people, projects, and processes

Support to the executive team:

  • Schedule meetings on behalf of members of the executive team that involve a large number of attendees.
  • Ensure meeting leads and/or participants share relevant materials ahead of time or are notified of agendas/special items to prepare in advance.
  • Facilitate and circulate meeting agendas for recurring executive team meetings
  • Execute administrative tasks related to our physical office in downtown NYC under the guidance of our Head of Office Management (e.g. visitor/staff entry logistics).
  • Schedule new-hire onboarding sessions in partnership with our HR team.
  • Help us continually learn and improve by managing submissions to our company-wide suggestion box.

Lead and collaborate on special projects:

  • Support members of senior leadership in planning several annual large offsite meetings (e.g. develop and manage budgets, coordinate logistics).
  • Help celebrate and acknowledge your colleagues by coordinating recognition/milestone/seasonal gifts and/or events.
  • Partner with our Head of Office Management on local and global office moves.
  • Lead ad-hoc initiatives that require creative thinking, resourcefulness, and an eagerness to collaborate with various folks across the company. Examples might include: coordinating a celebratory, commemorative keepsake for our 20th anniversary that all of our people can enjoy; collaborating with a colleague across the country to initiate and execute an unexpectedly hilarious virtual gathering that boosts team morale during our busiest months of the year; or, generating research and insights that inspire and inform a new company-wide policy.

What we offer

  • Unlimited time-off (inclusive of sick, personal, and vacation days)
  • $1,000 annually in professional development funds
  • Competitive health, dental, and vision insurance
  • Inclusive family planning coverage, including fertility, surrogacy, and adoption benefits
  • Flexible and health savings accounts
  • 401K & employer match
  • Generous paid holiday schedule
  • 12-week fully-paid parental leave for all parents-to-be
  • Short-term and long-term disability insurance
  • Pre-tax commuter benefits
  • Remote work flexibility

We approach in-office working with a hybrid model. On-site presence is welcome for US staff who are within commuting distance of the NY or DC office. Managers retain discretion to require in-person attendance for folks on their discipline or client teams as necessary, including for those whose roles require them to be in person. To enter our US offices or attend Blue State events, staff and visitors must be fully vaccinated against COVID-19, including with a booster shot when eligible. Exceptions for protected grounds will be reviewed on a case-by-case basis.

The salary range for this position is $70,000 - $85,000; compensation will be commensurate with experience.

Some things we're looking for

  • 3+ years of related work experience as an Executive or Administrative Assistant (or a different job where the skills are transferable).
  • Sound judgment and an ability to manage sensitive matters with a high level of confidentiality and discretion.
  • Excellent interpersonal and communication skills.
  • Exceptionally organized with great attention to detail.
  • Curiosity, creativity, and an eagerness to get involved and get things done.
  • Ability to work both independently and as part of a team.
  • Experience or interest in event planning.
  • Proficiency in G-Suite, Microsoft Office, Zoom, and Slack.

At Blue State, diversity is a necessity, not a nice-to-have. We encourage those from underrepresented communities — women, people of color, LGBTQIA+, immigrants, those with disabilities and people at all the intersections in between — to apply.

Blue State is committed to creating an inclusive and accessible application and interview process. If you would like to request a reasonable accommodation for a disability, please contact us at recruiting@bluestate.co with the subject line: Accommodation Request to get started.

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