Administrative Assistant, PR Agency

This is a PR Agency based Administrative Assistant position requiring 3 prior years of administrative work experience in a corporate setting. Prior PR or Marketing agency-based administrative work experience is a huge plus!

LOCATION: This position is located in our Nashville, TN office. We are seeking local applicants residing in metro Nashville, TN who are able to work onsite in our office. This is a full-time, direct hire role.

The Administrative Assistant supports two executives and members of our public relations PR team on a range of tasks including client work, significant internal and external appointment scheduling, budgeting, processing confidential business information, and coordinating events and meeting logistics.

Our Nashville Office is the southeastern hub for FINN Partners—one of the most dynamic and fastest growing integrated public relations and marketing firms in the world. We offer a unique opportunity: the chance to contribute your passion, energy and talents in an entrepreneurial environment while collaborating, learning and growing your career with an amazing local and global team. Our public relations teams work on client accounts for global automotive brands, retail powerhouses, professional services firms, banking and financial institutions, public works companies, healthcare and pharmaceutical organizations, technology companies, and much more.

Responsibilities:

• Check in daily with the 2 executives this role reports to, to obtain new assignments for the day
• Assist with appointment scheduling, logistics and planning of meetings.
• Sort the incoming mail for each of the 2 executives
• Process outgoing mail or packages for each of the executives, placing items in proper outbox for US mail, or coordinating carrier pickup (FedEx, USPS, UPS, Local Courier)
• Book meetings within each executive’s MS Office Calendar; manage meeting logistics
• Make travel accommodations, meeting, and meal reservations for the executives
• Book car service reservations for the executives
• Maintain/ organize each executive’s files
• Fax / file / scan / print data and business documents as requested by the executive. Appropriately handle confidential or proprietary documents and data
• Bind presentation decks for public relations new business presentations
• Purchase and record holiday gifts for clients and vendors
• Maintain/update the HPR holiday card database (list management, distribution)
• Perform special projects as requested by the executives (i.e., Partners’ pro-bono work, event planning, holiday planning, assist with budgets etc.)
• Perform other duties as assigned.

Qualifications:

• 3+ years of prior work experience as an administrative assistant for corporate leaders and their teams
• Resourceful; able to find items in a city as requested by an executive; skilled at online research
• Uses discretion; able to effectively handle and process confidential business and personal information
• Is able to effectively use various office equipment and standard computer software (MS Office Suite, Adobe etc.)
• Strong communications skills - oral and written (including editing skills, proper grammar, and spelling skills)
• Able to anticipate, prioritize and juggle workload to effectively meet the executives’ needs.
• Strong time management skills and ability to manage multiple (sometimes concurrent) tasks or projects within a dynamic work environment. Adjusts effectively to quickly shifting priorities
• Proven problem-solving ability
• Resourceful and very detail-oriented

#LI-KM1 Nashville, TN

To Apply:

Please upload your resume, upload your cover letter detailing your recruitment prior work experience, and indicate your desired salary in $US Dollars. While we appreciate the interest of all candidates, we will only respond to those with whom we have a greater interest.

About Finn Partners:

Finn Partners was launched in 2011 to realize Peter Finn's vision to create a leading communications agency dedicated to shaping a bold new future in which innovation and partnership are strong drivers of the brand. Finn Partners specializes in the full spectrum of communications services, including digital and social media. Practice areas include arts, consumer lifestyle & sports, corporate social responsibility, education, health, manufacturing, technology, travel, and public affairs.

We are entrepreneurial-minded, global, and focused on integrated programs that bring to life the world-changing technologies, products, and services of our client partners.

Our company culture celebrates delighting our clients with innovative and creative campaigns and programs, and we provide opportunities for our employees to conduct career-meaningful work in a creative, fast-paced, collaborative, and fun environment. We work hard and play nice.

Headquartered in New York City, the agency has 1,000+ employees, with offices in 24 cities around the world: Atlanta, Boston, Chicago, Denver, Detroit, Dublin, Hong Kong, Honolulu, Fort Lauderdale, Frankfurt, Jerusalem, London, Los Angeles, Munich, Nashville, Paris, Portland, San Francisco, Seattle, Shanghai, Singapore, Tamuning (Guam), Vancouver (Wash.) and Washington D.C.

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