Executive Assistant to the CEO & Chief Strategy Officer
Company: TBWA Worldwide
Reports To: Chief Executive Officer and Chief Strategy Officer
Employment Type: Full-Time
Role Overview
TBWA Worldwide is looking for an Executive Assistant to support the CEO and Chief Strategy
Officer. The role centers on calendar management and prioritization for two executives
operating in a global, fast-changing organization. The person in this role takes ownership
without being asked, adapts to shifting priorities, and has the judgment to protect executive
time while maintaining relationships across a wide group of stakeholders. The role involves
regular contact with senior leaders and teams across multiple markets and functions.
This role requires comfort managing calendars for global executives who take meetings across
all time zones, on days that aren't strictly 9-to-5. Flexibility and availability outside standard
hours should be expected.
Key Responsibilities
Calendar & Time Management
- Own and manage both the CEO's and the Chief Strategy Officer's calendars as a primary
responsibility
- Prioritize competing requests based on business impact, relationship importance, and
each executive's shifting priorities
- Spot and resolve double-bookings and conflicts before they become problems
- Protect both executives' time, including declining or rerouting requests on their behalf
when needed
- Build in buffer time around travel, time-zone changes, and heavy days
Stakeholder & Team Coordination
- Act as a point of contact for senior leaders and teams across multiple markets and
functions
- Coordinate across time zones, including with the London-based CCO's team, to align
schedules and priorities
- Maintain working relationships across this stakeholder group, since the role depends on
trust as much as logistics
Travel & Logistics
- Arrange domestic and international travel for both the CEO and the Chief Strategy Officer,
including flights, accommodations, ground transportation, and visas
- Plan for travel disruptions and adjust calendars in real time as plans change
- Track upcoming travel for both executives to flag scheduling conflicts in advance
Meeting & Communications Support
- Prepare agendas, briefing materials, presentations, and follow-up notes for both
executives' meetings
- Draft, proofread, and manage correspondence on behalf of both executives
- Serve as a point of contact for internal leadership, clients, board members, and external
partners, using discretion and judgment
Project & Priority Coordination
- Track action items and deadlines from both executives' meetings, following up across
departments
- Liaise with department heads (Creative, Client Services, Finance, HR) to keep initiatives
moving
- Support special projects, such as strategic planning sessions, offsites, and cross-agency
initiatives
Expense & Administrative Management
- Process expense reports, invoices, and reimbursements on time
- Maintain organized digital and physical filing systems, including confidential materials
Event & Office Coordination
- Plan and run internal events, leadership offsites, client dinners, and board meetings
- Coordinate with global TBWA offices and outside vendors as needed
Requirements
- Proactivity and ownership are a must
- Significant focus on calendar management and prioritization for two executives
- Ability to quickly understand and adapt to both the CEO's and the Chief Strategy Officer's
priorities
- Judgment to protect both executives' time while maintaining relationships across a broad
stakeholder group
- Regular interaction with senior leaders and teams across multiple markets and functions
- Ability to operate in a fast-paced environment with constant change
- Comfortable managing calendars for global executives who take meetings across all time
zones, on days that aren't strictly 9-to-5
Additional Qualifications
- 5+ years of experience as an Executive Assistant supporting C-suite executives, ideally in
advertising, media, or a professional services environment
- Strong written and verbal communication skills
- Proficiency in Microsoft Office and calendar/travel management tools
- Ability to handle confidential information with discretion