At Shine, an independent PR agency with offices in Paris and New York, we're dedicated to providing tailored public relations services for companies that are making a tangible societal and cultural impact.
Collaborating with a diverse team of award-winning writers, forward-thinkers, and cultural influencers, we specialize in elevating the narratives of businesses within the creative, retail, lifestyle, and travel industries.
At the heart of Shine, we are driven by insights. We leverage data, analytics, and competitor benchmarking to ensure that your PR objectives are closely aligned with your business goals, whether they're in the realm of B2B or B2C. With a compelling and cutting-edge product offering ready to take to market, you’ll play a pivotal role in driving the business forward as it enters its next phase of growth.
About the role
As an Administrative Assistant, you will serve as the backbone of our organization, providing essential support to ensure seamless operations and efficient workflow across various departments. This role offers a dynamic opportunity for detail-oriented individuals to thrive in a fast-paced and collaborative environment.
This role presents an excellent opportunity for professional growth and development, allowing you to gain exposure to various aspects of our business and acquire valuable skills in time management, prioritization, and problem-solving. As a vital member of our team, you will have the opportunity to contribute to the success of our organization and make a tangible impact on our day-to-day operations.
Key Responsibilities
* Calendar Management: Coordinate and manage executive calendars, schedule appointments, meetings, and conference calls, ensuring efficient use of time and prioritizing conflicting obligations.

* Correspondence Handling: Manage incoming and outgoing communications, including emails, phone calls, and mail, responding promptly and professionally to inquiries and directing them to the appropriate parties.

* Meeting Coordination: Arrange logistics for meetings, including room reservations, equipment setup, and catering arrangements, and prepare meeting materials such as agendas, presentations, and minutes.

* Document Management: Maintain organized filing systems for electronic and physical documents, ensuring easy retrieval and confidentiality of sensitive information, and assist in drafting, editing, and formatting documents as needed.

* Travel Arrangements: Coordinate travel itineraries and accommodations for executives and team members, booking flights, hotels, ground transportation, and managing travel-related expenses efficiently.

* Administrative Support: Provide general administrative support, such as photocopying, scanning, faxing, and ordering office supplies, and assist with special projects and initiatives as assigned by management.

* Database Maintenance: Update and maintain databases, contact lists, and distribution lists, ensuring accuracy and completeness of information for effective communication and reporting purposes.

* Confidentiality: Handle confidential and sensitive information with discretion and integrity, adhering to company policies and procedures to maintain data security and privacy at all times.
About you
* High school diploma or equivalent; associate or bachelor's degree preferred.
* Proven experience as an administrative assistant, executive assistant, or in a similar role.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
* Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines effectively.
* Strong communication skills, both written and verbal, with a high level of professionalism and attention to detail.
* Ability to maintain confidentiality and handle sensitive information with discretion.
* Strong problem-solving skills and a proactive approach to addressing issues and finding solutions.
* Ability to work independently with minimal supervision and collaborate effectively in a team environment.
* Flexibility and adaptability to changing priorities and business needs.
What we offer
We offer a competitive remuneration package, including a 401k plan and comprehensive insurance coverage (health, dental, and vision). Enjoy the flexibility of working hours tailored to your needs and benefit from additional vacation time. As part of our commitment to employee well-being, we provide complimentary yoga and meditation classes to help you maintain a healthy work-life balance.
How to Apply
At Shine, we are dedicated to fostering a safe and inclusive environment where every individual can flourish. We achieve this by valuing talent, championing diversity, and promoting inclusion. We welcome applications from talented individuals of all backgrounds, abilities, and identities, regardless of how they identify.
If you believe you're a good match for this role, click the apply button above to submit your application. We look forward to hearing from you!