Crossmedia Inc
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Administrative Assistant, Part Time
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WHO WE ARE
Crossmedia is the global media independent. We’re committed to doing media and business the right way, guided by the principles of TRUST, REASON and the Pursuit of HAPPINESS. Crossmedia US was founded in NY in 2000 and is one of the largest minority-owned full-service media planning & buying agencies in the nation. We are 500+ Crossmedians worldwide with big ambitions to continue to grow with soul.
We focus on what media agencies should do: create innovative connections between brands and people regardless of channel or budget. And we do it in an honest way. We are and always have been a values-based organization. We earn our clients TRUST by ensuring media transparency in our business model and objectivity in decision-making. We apply REASON & logic to finding solutions to our clients' greatest business challenges. The Pursuit of HAPPINESS matters to us. Big time. We invest in each colleagues’ professional & personal wellbeing and growth. It’s why we have countless initiatives, clubs & cultural events dedicated to our people and why we have been the top ranked media agency named to Ad Age’s Best Places to Work for the past seven years in a row.
We have offices in the US in New York and Philadelphia, with employees across 25+ states, as well as in London and Germany. Our client roster includes U.S. Bank, Invesco, Newell Brands, NASCAR, Planet Fitness, American Cancer Society, Ricola, Herschend Family Entertainment, Edible Arrangements and more.
YOUR ROLE
We’re hiring a part-time Office Administrative Assistant for our London office to work three days a week, Monday, Wednesday and Thursday (9a - 6p). Responsibilities include operations, reception and administrative duties; specifically:
Office Operations
- Maintain a presentable office space including tidying kitchen and open areas
- Manage office supply inventory, replenishing items as needed while maintaining cost-effective purchasing practices with the support of US-based Ops team
- Office organization including restocking bathroom/kitchen supplies, snacks/ beverages
- Coordinate vendors for office & equipment maintenance and troubleshoot as needed with the support of the US-based Operations team
- Process and pay office-related bills in a timely manner, keeping accurate records of expenses and any issues are resolved
Reception
- Register and greet visitors, receive and ship mail
- Internal & external client meetings/event preparation, execution and cleanup
- Manage the planning, set-up, running and cleanup of onsite events
- Prepare conference rooms for meetings, ensuring they are equipped with necessary supplies and technology is in good order
- Support internal cultural programming & initiatives (e.g. weekly burgerday lunch)
Administrative Support
- Assist senior executives with expenses and ad hoc travel arrangements, including booking flights, hotels, and local transportation as needed
- Distribute memos and other communications for office-wide distribution
- Provide general administrative assistance with the support of US-based admin team
REQUIREMENTS
Energy with a commitment to excellence! This role is part of the Crossmedia global Operations team with specific support of the London office and Germany-based executives. The right candidate embodies the following:
- Warm, outgoing personality with professional, service-oriented attitude
- Hospitality, retail or office-related experience, preferably managing a front desk
- Great listener with excellent verbal and written communication skills
- Detail-oriented with strong organizational skills
- Able to multi-task, prioritize & follow-up
- Resourceful with a high level of personal dedication & motivation
- Fluent in Microsoft Office for Mac (Outlook, Excel, Word, PPT); SmartSheet familiarity a plus
- Able to lift 25 lbs
SALARY: £21.000.00 per annum
Part-time, 24 hours per week. Permanent Contract. We offer company wide benefits.
Based in London, W1F OTA
CROSSMEDIA BENEFITS
Our principles of Trust, Reason, and the Pursuit of Happiness are brought to life through benefits that recognize and support the diversity and physical, emotional, and professional well-being of our people, including:
- Flexibility to work in hybrid manner with in-office and work from home options (depending on role).
- Open/Flexible PTO with US & UK specific policies
- Sponsored healthcare options and agency-wide physical & mental health support
- 401k with company match (USA), and generous Pension (UK)
- Paid sabbatical at significant milestone anniversaries
- Generous paid parental leave policy
- Life milestone recognition & support
- The Pursuit of Happiness Fund devoted to helping Crossmedians find their happy (be it travel, enrichment class, fitness membership or professional development)
- Cell phone/tech reimbursement
- Student Loan payment plan (US)
- Tuition reimbursement
- Learning & Development and training programs
- And burgers – lots and lots of burgers
COMMITMENT TO DIVERSITY AND INCLUSION
Diversity is in our DNA. As a minority-owned company, our commitment to an inclusive environment has long been embedded into agency practices and at every level. Almost one third of senior leadership identifies as a person of color and over half of our executive leadership are women. We have active mentoring & internship programs that create opportunities for underrepresented groups. Internal agency programming is anchored by XMEquity365, a permanent, year-round initiative fostering acknowledgement and support of marginalized communities within five pillars – Excellence, Voices, Education, Giving & Representation.
Crossmedia is committed to providing equal employment opportunities and creating a diverse and inclusive company culture and that does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other basis prohibited by applicable federal, state, or local law.
All job requirements are subject to possible revision to reflect changes in the position requirements, business necessities and/or to reasonably accommodate individuals with disabilities. Essential and other job functions are subject to modification. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with laws in the US and UK ).
Continued employment remains on an “at-will” basis.” Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions in compliance with the American with Disabilities Act of 1990 (US based)
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
- Prolonged periods of sitting at a desk and working on a computer. Must be able to remain in a stationary position 50% of the time.
- Ability to stand, bend, and reach
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
- The ability to observe details at close range (within a few feet of the observer).
In compliance with the current Americans with Disabilities Act and state and local laws, if you have a disability and would like to request an accommodation to apply for a position with Crossmedia, please email people.team@xmedia.com. (US based candidates).
Ready to apply?
Apply to Crossmedia Inc
Executive Assistant
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WHO WE ARE
Crossmedia is the global media independent. We’re committed to doing media and business the right way, guided by the principles of TRUST, REASON and the Pursuit of HAPPINESS. Crossmedia US was founded in NY in 2000 and is one of the largest minority-owned full-service media planning & buying agencies in the nation. We are 500+ Crossmedians worldwide with big ambitions to continue to grow with soul.
We focus on what media agencies should do: create innovative connections between brands and people regardless of channel or budget. And we do it in an honest way. We are and always have been a values-based organization. We earn our clients TRUST by ensuring media transparency in our business model and objectivity in decision-making. We apply REASON & logic to finding solutions to our clients' greatest business challenges. The Pursuit of HAPPINESS matters to us. Big time. We invest in each colleagues’ professional & personal wellbeing and growth. It’s why we have countless initiatives, clubs & cultural events dedicated to our people and why we have been the top ranked media agency named to Ad Age’s Best Places to Work for the past seven years in a row.
We have offices in the US in New York and Philadelphia, with employees across 25+ states, as well as in London and Germany. Our client roster includes U.S. Bank, Invesco, Newell Brands, NASCAR, Planet Fitness, American Cancer Society, Ricola, Herschend Family Entertainment, Edible Arrangements and more.
YOUR ROLE
We’re hiring an Executive Assistant to support select members of our Executive Leadership Team (ELT). The role covers administrative functions as well as on-site meeting & event support in collaboration with our Operations team. This position is based in the NY office. While we offer a hybrid work setting, due to the nature of the role, there is an expectation of in-office presence most of the time (4 days a week) and when needed for executive or event support.
The Executive Assistant ensures our executives maintain the strategic mindset vital to a growing agency. The ideal candidate has the organizational talents to keep calendars aligned, travel smooth, minutiae handled and the right information prioritized so that our leaders can focus on the broader agency vision.
RESPONSIBILITIES
- Enhance the efficiency & focus of assigned ELT member(s) to ensure that agency goals are accomplished, and the company operates in a manner true to our values (or as we say - Scale with Soul)
- Proactively manage complex schedules & coordinate meetings across domestic & international time zones and internal & external parties
- Manage travel arrangements including transportation, lodging and any related advance coordination (e.g. local information detail, itineraries, etc.)
- Manage executive communications including filtering & prioritizing incoming information & requests, drafting client & vendor correspondence, contact management and liaising with various internal executives & group leaders as needed
- Assist with executive meetings including booking conference rooms, food & beverage, IT & other appropriate resources
- Handle executive documentation needs (e.g. expenses, timesheets, internal processes) and ensure timely submission & compliance
- Monitor executive communications as needed during off-hours, including occasional weekend check-ins, to ensure urgent matters are addressed in a timely manner
- Maintain professionalism and strict confidentiality with all materials & conversations
- Support on-site/off-site agency meetings & events in collaboration with the XM Operations team
- Ad hoc projects & requests as appropriate
REQUIREMENTS
- Four or more years of experience in an administrative role reporting directly to upper management
- Resourceful, proactive and can problem-solve quickly
- Extremely organized, detail-oriented and able to anticipate executive needs
- Advanced time-management skills, able to multi-task and coordinate multiple concurrent projects
- Collaborative and team-oriented
- Excellent written and verbal communication skills
- Savvy with computer skills including Microsoft Word, PowerPoint, Excel, Outlook and experience with Smartsheet is a plus
- AI experience and capabilities --
- Use AI tools to streamline emails, documents, and presentations
- Manage calendars, meetings, and projects with smart automation
- Support leadership with research, reports, and actionable insights
CROSSMEDIA BENEFITS
Our principles of Trust, Reason, and the Pursuit of Happiness are brought to life through benefits that recognize and support the diversity and physical, emotional, and professional well-being of our people, including:
- Flexibility to work in hybrid manner with in-office and work from home options (depending on role).
- Open/Flexible PTO with US & UK specific policies
- Sponsored healthcare options and agency-wide physical & mental health support
- 401k with company match (USA), and generous Pension (UK)
- Paid sabbatical at significant milestone anniversaries
- Generous paid parental leave policy
- Life milestone recognition & support
- The Pursuit of Happiness Fund devoted to helping Crossmedians find their happy (be it travel, enrichment class, fitness membership or professional development)
- Cell phone/tech reimbursement
- Student Loan payment plan (US)
- Tuition reimbursement
- Learning & Development and training programs
- And burgers – lots and lots of burgers
COMMITMENT TO DIVERSITY AND INCLUSION
Diversity is in our DNA. As a minority-owned company, our commitment to an inclusive environment has long been embedded into agency practices and at every level. Almost one third of senior leadership identifies as a person of color and over half of our executive leadership are women. We have active mentoring & internship programs that create opportunities for underrepresented groups. Internal agency programming is anchored by XMEquity365, a permanent, year-round initiative fostering acknowledgement and support of marginalized communities within five pillars – Excellence, Voices, Education, Giving & Representation.
Crossmedia is committed to providing equal employment opportunities and creating a diverse and inclusive company culture and that does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other basis prohibited by applicable federal, state, or local law.
All job requirements are subject to possible revision to reflect changes in the position requirements, business necessities and/or to reasonably accommodate individuals with disabilities. Essential and other job functions are subject to modification. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with laws in the US and UK ).
Continued employment remains on an “at-will” basis.” Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions in compliance with the American with Disabilities Act of 1990 (US based)
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
- Prolonged periods of sitting at a desk and working on a computer. Must be able to remain in a stationary position 50% of the time.
- Ability to stand, bend, and reach
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
- The ability to observe details at close range (within a few feet of the observer).
In compliance with the current Americans with Disabilities Act and state and local laws, if you have a disability and would like to request an accommodation to apply for a position with Crossmedia, please email people.team@xmedia.com. (US based candidates).
Ready to apply?
Apply to Crossmedia Inc