Administrative Skills, Advertising, Budget Management, Budgeting, Business Writing, Calendar Management, Campaigns, Communication Skills, Data Entry, Detail Oriented, Document Management, Editing, Establish Priorities, Executive Assistant Skills , Expense Reports, Fundraising, Google Apps, Interpersonal Skills, Logistics, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Nonprofit, Operational Support, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Project Tracking, Project/Program Management, Salesforce.com, Schedule Development, Slack, Team Player, Technical Marketing, Time Management, Travel Planning, Work From Home, Writing Skills
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, 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 Management
- Assist with scheduling for Philanthropy team members and President/CEO.
- Coordinate meetings across multiple stakeholders and time zones
Travel Coordination
- Prepare and manage travel itineraries, bookings, and logistics for Philanthropy team and President/CEO
- Ensure smooth travel experiences by anticipating needs and resolving issues proactively
Expense & T&E Support
- Prepare and submit expense reports / T&E for Philanthropy team members and President/CEO
- Ensure accuracy, timely submission, and compliance with internal guidelines
Meeting & Presentation Support
- Assist with meeting preparation, including creation and formatting of PowerPoint presentations, agendas, attendee bios and other related materials
General Administrative Support
- Provide day-to-day administrative assistance as needed to support smooth team operations
- Create, organize, file, and manage key documents in Box, Google (Docs and Sheets) and Salesforce
Project Management
- Develop and track project timelines for both internal and external purposes
- Develop status documents,
- Assist with scheduling meetings, writing meeting notes, any other follow-up
- Assist with budgeting as needed
- Create, organize, file, and manage key documents in Box, Google, Salesforce, and Asana
What you bring:
- 5+ years of experience in administrative, executive support, operations, or project management roles
- Strong business writing and editing skills
- Strong communication skills, including comfort interfacing with C-suite leaders and comfort communicating proactively and in a timely manner
- Excellent organizational skills and attention to detail
- Ability to prioritize, multitask, and manage time effectively
- High level of confidentiality and discretion
- Proactive, self-starter mindset with excellent interpersonal skills
- Proficiency in technology, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Box, Google Workspace, Salesforce, Asana and Slack
- Ability to thrive in a fast-paced, team-oriented, deadline-driven environment
- Collaborative work style with the ability to engage effectively across departments
- Sound judgment and a warm, professional demeanor with a "can-do" attitude
- Ability to work cooperatively and collaboratively with staff within and outside of the department
- Exercise good judgment: operate with warmth, and a 'can-do' mindset
Qualities of a standout candidate:
- Both strong administrative and project management experience
- Experience assisting with managing budgets
- Experience in Salesforce, specifically performing data entry and updates
- Experience with Asana to help manage projects internally
- Excellent communication skills - professional, proactive, and timely
- Accountability for and ownership of your work
What 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-team
Email: (careers@adcouncil.org)
Fax (212) 922-1676
or
Ad Council
Attn: People Operations Team
815 2nd Avenue, 9th Floor
New York, NY 10017
#LI-Remote
T
The Advertising Council Inc
The Ad Council campaigns raise awareness, inspire action and save lives, and we want you to join our team! The Ad Council is the New York-based non-profit organization behind iconic social good communications programs featuring Smokey Bear, “Friends Don’t Let Friends Drive Drunk” and the recently viral campaign “Love Has No Labels.”
We work hand in hand with the leading non-profit and government agencies, such as Feeding America, Autism Speaks and FEMA, to develop over 40 campaigns each year including Bullying Prevention, Child Hunger, Shelter Pet Adoption, Texting and Driving Prevention, using all of the tools in the communications arsenal including developing PSAs, websites, apps and games, social media, media outreach, grassroots marketing and events. We also get to work with our incredible Board of Directors companies like Facebook, Google/YouTube, Pandora, Razorfish and Upworthy and Fullscreen to ensure we’ve got the latest tactics, tools and platforms that will have the biggest social good impact.
Having produced campaigns addressing the most pressing social issues of the day, the Ad Council has effected, and continues to effect, positive social change. To learn more about the Ad Council and our impactful campaigns, visit
www.adcouncil.org, like us on Facebook, follow us on Twitter or view our PSAs on YouTube.