Team Coordinator & Administrative Assistant

About Annalect

Annalect is the Data & Technology arm of Omnicom Media Group

Annalect’s 2,000 innovators leverage data and technology to help clients across Omnicom build relationships that matter — whether that means fostering consumers’ trust in brands, building new experiences, or delivering advanced analytics where it’s most needed. Annalect is the driving force behind Omni, Omnicom’s unique open operating system, which works hand-in-hand with clients’ and partners’ data and tools, to orchestrate better marketing outcomes.

Annalect’s unique approach to data and technology – one that relies on transparency, neutrality, and interoperability – allows us to deliver purpose-built and scalable solutions that make data actionable. Our advanced teams of product leaders, data scientists, consultants, and engineers enable us to meet the business goals of our internal and external clients.

Team Overview

Welcome to the heart of our organization, where strategic vision meets dynamic execution. As a part of the Executive Leadership and HR Support team, you'll be joining a collaborative, inclusive, and innovative group dedicated to driving our company's success.

Our team is more than just a collection of professionals; we are a cohesive unit that thrives on diversity of thought and the power of out-of-the-box thinking. We believe in fostering an environment where every voice is heard, and every idea is valued, creating a culture that embraces inclusivity and encourages creative solutions.

As the eyes and ears of the company, our team has a unique vantage point, providing insights and guidance that shape the future of our organization. We work closely with executive leadership, playing a pivotal role in decision-making processes and ensuring that our human resources initiatives align with our strategic goals.

Joining our team means being at the epicenter of what's happening in the company. You'll be supporting top executives and HR leaders, gaining unparalleled exposure to all facets of the business. This role offers a rare opportunity to develop a deep understanding of organizational dynamics and to make a meaningful impact on our company's growth and culture.

Position Overview

The Team Coordinator is responsible for providing administrative support to members of the Executive and Senior Management team in functions that include travel, expense management, and meeting coordination. Additionally, the role will support various departmental administrative projects. The Team Coordinator will also assist with planning and executing company and cultural events and is highly visible within our operations team.

Key Responsibilities

• Travel: coordinate travel plans including car service, flight/rail/car rental agreements, hotel accommodations, and meal arrangements. Great examples of how to operate in this role would include:
• Ensuring you are accounting for traveling team members to allot time for traveling to the airport, blocking that additional time appropriately on calendars to enable them to get from their home or office to the airport.
• Confirming if the individual needs anything when they arrive at the office such as coordinating with local office managers for security access and conference room space.
• Scheduling and Coordination / Calendar Management: coordinate all individual and team meetings, process room reservations and place catering orders as appropriate and within budget. Great examples of how to operate in this role would include:
• Checking in to determine if catering is needed, having strong attention to detail to determine the location of all attendees to modify for including dial-in information or ensuring that the invite is accommodating for all time zones.
• Working effectively across many calendars to handle meeting requests.
• Checking on potential conflicts that arise with stakeholders to ascertain which meetings are a priority – ex. checking meeting locations before one meeting to the next to ensure that your stakeholders have enough time to get from one meeting to the next.
• Actively monitoring your stakeholders time out of office and ensuring their calendars are updated appropriately.
• Expenses: prepare and submit expense reports for processing. Having a strong understanding of our T&E policies and processes. Great examples of how to operate in this role would include:
• Providing regular updates to key stakeholders on the status of the expense report.
• Having a good relationship with finance and accounts payable team to ensure swift resolution on escalations or pushbacks.
• IT Support: Manage and collaborate with OMG IT on IT related issues for the team you are supporting to resolve.
• Primary point of contact: screen all incoming calls, record and deliver accurate messages, advise caller on next steps
  

US Office Coordination

• Helping in preparation of materials for meetings, this could include reaching out to stakeholders/ contributors for prep through to finessing of presentations.
• Meeting and greeting of any visitors, ensuring their experience visiting Annalect are welcoming and seamless.
• Operating as an integral part of our community, this role plays a visible role in helping to coordinate and plan team/company events. This requires strong negotiation skills to manage and partner with internal and external vendors on pricing and budgeting. Great logistics planning and coordination skills to ensure set-up for events both in the NY office as well as our other offices.
• This role may also support various community events and booking client/external entertainment/dinners, including supporting local team outings and helping to coordinate and plan those events.
• Working with a variety of vendors both in house and external on building budget requests and working with Finance teams to manage payments.
• Logistics for NY, Chicago and other offices on conference room bookings, logistics and catering needs as needed
  
  

Required Skills & Experience

• 2 years experience in an Administrative or Office Coordinator role
• Patience and great customer service skills: this role deals with a lot of personalities and having the patience and outlook on handling and supporting
• Great collaboration skills and operates with a mindset of assuming positive intentions. Demonstrate that you’re able to negotiate and work towards mutual positive outcomes with others.
• Strong written and verbal communication skills - Able to communicate clearly and effectively.
• Have strong prioritization skills combined with strong follow-through and follow-up on tasks – for instance providing updates to people on where things stand.
• Effective communication and follow through can be demonstrated for instance by sending emails confirming that you have received requests, asking for clarity on how urgent or when the request is needed by.
• Providing status updates on your part of when you believe you can handle requests and when stakeholdres can expect responses from you.
• Self Initiative and Drive – demonstrate curiousity to learn, take feedback and grow.
• Strong attention to detail
• Experience with Microsoft Excel, Outlook, powerpoint. Specifically, must show that you are able to navigate Outlook effectively including navigating between multiple calendars
• Experience working with Concur and working with multiple travel profiles a plus
• Experience working with vendors and obtaining pricing quotes on services
  
  

Perks of working at Annalect

• Culture! We have an incredibly fun, collaborative environment that encourages engagement and work/life balance
• Generous PTO that includes vacation days, personal days, a fantastic Summer Friday program and extended time off around the holiday season.
• As part of Omnicom, we have the backing and resources of a global billion-dollar company, but also have the flexibility and pace of a “startup” - we move fast, break things, and innovate.
  
  

This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on relevant experience, other job-related qualifications/skills, and geographic location (to account for comparative cost of living). The Company reserves the right to modify this pay range at any time. For this role, benefits include: health insurance, vision insurance, dental insurance, 401(k), Healthcare Flexible Spending Account, Dependent Care Flexible Spending Account, vacation days, sick days, personal days, paid parental leave, paid medical leave, and STD/LTD insurance benefits.

Compensation Range

$40,000—$50,000 USD

Annalect, a division of Omnicom Media Group is An Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.

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