Ipsos · 14 hours ago
Executive Assistant Office Manager
DC-Baltimore Area
Full-time
Onsite
Mid Level
$75K/yr - $80K/yr
4+ years expIpsos is a global leader in market research and analytics, and they are seeking an Executive Assistant/Office Manager to support their executive leaders in North America. The role involves providing comprehensive administrative support, managing complex schedules, and ensuring efficient office operations.
AdvertisingConsultingMarket Research
Hiring Manager
Thomas Laffey
Responsibilities
Provide administrative support to multiple senior executives, with high professionalism and positively reflecting on the Ipsos North America organization
Manage, organize, and sustain complex contact records, calendar(s), and events (e.g., offsite meetings, group private dining events, team building, department meetings, social events, etc.)
Prepare agendas, reports, special projects, presentations and other documents in Word, Excel, PowerPoint in support of the executives
Draft and prepare correspondence for internal announcements, client meetings, leadership team meetings, and/or organizations that the executives are involved with
Arrange travel (domestic & international) and prepare complex travel itineraries for executives. Travel arrangements may include flights, hotels, ground transportation, passport renewal, global entry, Visa applications/international entry documentation, etc
Prepare and submit expense reports promptly. Reconcile to ensure reimbursements are appropriately completed and in accordance with travel policies
Process invoices for payment, review expense reports of direct reports and aid in preparation of quarterly and annual budget reviews, along with other financial presentations
Maintain strong vendor relationships, work closely with other EA/OM’s to support one another and communicate business needs in a professional and friendly manner
Interface with internal stakeholders, external clients and contacts about meetings and administrative initiatives
Be responsive to emails/texts/phone calls, with contact outside normal business hours as needed
Optimize executives' time by proactively gathering, reviewing, and analyzing information. Summarize key insights and provide recommendations for action as needed
Work closely with IT to resolve technology and security issues
Maintain documents and records in appropriate, retrievable files
Coordinate project planning activities and facilitate meetings to help ensure the team delivers against its commitments with the highest quality deliverables in a timely fashion
Collaborate with executives, their direct reports and other Admin team members to track key performance metrics and assist with budget files
Assess existing processes and identify opportunities for improvement
Document and distribute project and activity status regularly
Oversee all office operations, equipment, maintenance, service contracts and systems
Maintain inventory of office supplies and equipment
Work closely with building management on all facilities related issues, maintenance, and improvements
Work closely with HR, IT, and managers to coordinate onboarding and offboarding of employees
Prepare and maintain occupancy budget and all financial reports related, along with other BUs as assigned
Lead and actively participate in Social Committee meetings; proactively coordinates office events, social activities, and charitable giving initiatives
Work closely with the Office Leader to implement change and build/maintain office morale through various efforts
Qualification
Required
Completed bachelor's degree level of education or equivalent work experience
Minimum 4 years executive administrative management experience, preferably with office management experience
Ideal candidate will reside in Washington, DC
Manage sensitive matters with an elevated level of confidentiality and discretion knowing decisions will directly impact the North American and global operations of the company
Solid organizational skills including ability to prioritize and coordinate multiple tasks, excellent attention to details
Expertise in Microsoft Office applications, specifically Outlook, MS Teams, SharePoint, Word, Excel (advanced preferred, intermediate required), and PowerPoint (Intermediate)
Excellent verbal and written communication and time management skills; proven ability to meet and drive deadlines
Extensive background with scheduling, complex meeting arrangements, and domestic/international travel accommodations
A creative problem solver with a ‘hands-on' approach to providing solutions
Proactively sources information; resourceful
Willingness to learn and grow
Ability to exercise tact and discretion in a professional international environment
Benefits
Generous PTO
Healthcare plans
Wellness benefits
Flexible workplace policy
Strong collaborative culture
Company
Ipsos
Ipsos is a market research company specialized in advertising, loyalty, marketing, media, and public affairs market research.
10001+ employees
Funding
Current Stage
Public CompanyTotal Funding
$412MKey Investors
Australian Renewable Energy Agency
2025-01-15Post Ipo Debt· $411.88M
2015-05-25Grant· $0.12M
1999-07-02IPO
Leadership Team
Jean Poitou
Chief Executive Officer
Dan Levy
Group Chief Financial Officer
Recent News
2026-01-22
2026-01-17
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