Executive Assistant

Executive Assistant 

About United Minds

United Minds, part of the Weber Shandwick Collective, is Weber Shandwick’s in-house management consultancy that helps clients transform their organizations, with a particular focus on the people’s side of change. We are dedicated to making business more human through organizational transformation.

It is through this enduring purpose that we are able to work each day alongside a global team of warm, intelligent business strategists, writers, organizational psychologists, photographers, actors and teachers.

Together, we support change management, leadership impact, DE&I, employee experience and culture initiatives for some of the world’s most recognizable brands.

The Opportunity

United Minds is looking for a seasoned Executive Assistant to support the team with day to day administrative and operational duties. The ideal candidate will be someone who is proactive, resourceful, highly organized, diligent, detail-oriented, efficient, and takes initiative. This EA would be unflappable and thrive in a high-intensity, fast-paced environment. Due to the nature of the work, the candidate must have meticulous attention to detail and able and eager to manage multiple responsibilities.

Responsibilities

• Provide EA support for United Minds’ CEO including:
  • Calendar and appointment management (navigating both internal teams as well as interfacing with clients and prospects)
  • Time and expense submissions
  • Domestic and international travel arrangements, including preparation of detailed travel itineraries
  • Oversee logistics and provide both on-site and virtual support for internal and external meetings (scheduling, room booking, catering, material prep, key stakeholder coordination, etc.)
  • Office expenses, including supplies, subscriptions, and gifts
• Provide light administrative support to:
  • 5 members of UM’s senior leadership team (travel, expenses, basic meeting support)
  • VP, Operations (logistics for internal team meetings, and coordination of operational processes such as onboarding, resourcing and L&D trainings, etc.)
• Support senior team in keeping appropriate agency systems updated (e.g. client and team listservs, etc.)
• Work with team members to create vendor reports and purchase orders
• Galvanize and reinforce company culture through the management of recognition and celebratory events (birthdays, anniversaries, office summer/holiday parties, happy hours, etc.)
• Update, modernize and oversee management of essential team documents and resources
• Other special projects as assigned

Basic Qualifications:

• At least 5 years of professional experience in a fast paced, professional environment
• Previous assistant experience in a professional services organization or agency environment
• Proficient in MS Office, Word and Excel with strong PowerPoint skills and experience editing presentations
• Smart, self-starter, resourceful, service-oriented partner and ready to jump in
• Ability to have discretion with confidential information
• Excellent attention to detail and flawless execution
• Thrive in a fast paced environment and be solution-oriented
• Client service experience a plus
• Knowledge of SAP is a plus

ADDITIONAL INFORMATION.

NYC Salary Range: $70,000-$95,000

Where an employee or prospective employee is paid within this range will depend on, among other factors, actual ranges for current/former employees in the subject position; market considerations; budgetary considerations; tenure and standing with the company (applicable to current employees); as well as the employee’s/applicant’s background, pertinent experience, and qualifications.

The Weber Shandwick Collective recognizes that your health and wellbeing are a priority. This is why we offer a full suite of benefits including: 

• Medical
• Dental
• Vision
• 401k (with employer match)
• Tuition Reimbursement
• Juice Money – $60 monthly reimbursement to be used towards purchases that nourish your health, mind, body, and soul
• MyDays – Flexible holiday schedules
• Short-Term Disability
• Paid Employee Family Leave
• Family Building Benefit

United Minds is proud to be an Equal Opportunity/Affirmative Action employer. United Minds recruits qualified applicants without regard to race, color, religion, gender, age, ethnic or national origin, protected veteran status, physical or mental disability, sexual orientation, gender identity, marital status or citizenship status.

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OVERVIEW

Part of The Weber Shandwick Collective, we’re the earned-first global communications agency, led by world-class strategic thinkers and creative activators. We create shared and sustainable value for businesses, people, and society. We energise the right mix of talent, using the right platforms and latest technology to choreograph stories that make a real and meaningful impact for some of the world’s leading brands and businesses.

Our game-changing work is recognised by some of the most prestigious industry awards bodies, and we have won more than 135 Lions at the Cannes Lions International Festival of Creativity. We’re also PRWeek’s 2024 Global Agency of the Year as well as being listed on the Ad Age A-List 2024 and Fast Company’s Most Innovative Companies 2024.

About the opportunity: 

We are looking for an experienced, passionate, and extremely people-focused HR practitioner who thrives in a fast-moving, highly energetic environment for this 12 month fixed term contract. This role demands a personality that is comfortable to engage and partner with leadership, and that can connect with employees across all levels of the business.  The Senior HR Business Partner will have oversight of every aspect of our HR and Talent function – a role which demands both strong human resources acumen and a “change agent” mindset to continuously evolve and enhance existing HR processes and systems.

RESPONSIBILITIES 

• Play a lead role in building and developing a solid Human Resources and Talent team and function in Japan by driving change through process improvement and a forward-thinking approach.
• Ensure full compliance of all HR policies, and legal requirements within Japan market regulations
• Partner closely with the business to ensure solid talent retention programs are in place, bringing an innovative approach to staff career development and incentive programs – integrating the activities with L&D to support development of career paths within the businesses
• Lead the Talent Acquisition function, driving an effective and efficient recruitment process, with the use of the Greenhouse ATS.
• Take ownership and manage the performance review process across the agency (with support of the team)
• Address staff performance issues across the businesses as required, minimizing terminations and legal exposure wherever possible
• Ensure relevant Japan market data on remuneration is systematically collected and used to build reliable compensation models for all levels of employees
• Collaborate on global and regional team activities in areas of recognition and reward strategies, and initiate motivational programs for employees
• Build and lead initiatives to enhance employee experience in collaboration with Japan leadership team
• You will be partnering with the Japan leadership team and have a strong voice in collaboration with other senior leaders, including the Managing Director and Finance Director, as well as all practice leaders
• You’ll partner closely with APAC regional HR and Talent Acquisition leads, with regards to global and regional initiatives, policies, procedures, and requirements

PERSON PROFILE

• Proven background in Human Resources in the Japanese market, with the ability to provide timely strategic counsel, while taking a long-term perspective.
• Able to dive in operationally as and when needed, including providing guidance on Japanese Labour Law
• Proven ability to hire and develop an on-the-ground strong team encompassing the full human resource employee cycle
• Willing and able to work closely with the MD and FD to align on business priorities and map back with HR strategies
• Ability to grasp issues and business realities quickly and establish a rapport with stakeholders at all levels, managing complex relationships diplomatically and consultatively
• Confident and clear communicator, native in Japanese with strong English language skills and the ability to work across markets as needed
• Ability to manage teams and individuals and provide them with the support that encourages and enables them to perform to their fullest potential
• You have exceptional communication and interpersonal skills, with a demonstrable record of building relationships internally with peers, team members and the wider business
• You’re able to prioritize and organize your workload effectively, within a deadline-driven and changing environment, using initiative to make decisions in complex situation

Note from the team

Weber Shandwick is proud to be an equal opportunity employer. Weber Shandwick is committed to building a culture where all employees are seen as equal, are respected and where all opinions are heard. We take pride in our inclusive hiring, as well as our diverse workforce and we welcome applications from all qualified candidates

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Overview

Part of The Weber Shandwick Collective, we’re the earned-first global communications agency, led by world-class strategic thinkers and creative activators. We create shared and sustainable value for businesses, people, and society. We energise the right mix of talent, using the right platforms and latest technology to choreograph stories that make a real and meaningful impact for some of the world’s leading brands and businesses.

Our game-changing work is recognised by some of the most prestigious industry awards bodies, and we have won more than 135 Lions at the Cannes Lions International Festival of Creativity. We’re also PRWeek’s 2024 Global Agency of the Year as well as being listed on the Ad Age A-List 2024 and Fast Company’s Most Innovative Companies 2024.

About the Opportunity

We are seeking a Senior Recruiter on a 12-month fixed term contract to support our hiring needs in Japan. This role is essential in managing end-to-end recruitment for key roles across the business, particularly within PR, communications, digital, and marketing functions. You will work closely with hiring managers to deliver a seamless and efficient recruitment experience, ensuring alignment with our team culture and talent needs.

Key Responsibilities

As a Senior Recruiter, your focus will be on delivering high-quality recruitment outcomes. Responsibilities include:

1. Candidate Sourcing & Engagement

• Use a variety of sourcing methods (e.g., job boards, LinkedIn, referrals) to identify and engage talent for roles across the business.
• Build and maintain a pipeline of qualified candidates, with a focus on the Japanese market.
• Proactively approach and engage passive candidates, especially in communications and marketing industries.

1. Recruitment Process Management

• Manage the full recruitment lifecycle, including:
• Drafting and posting job advertisements.
• Screening applications and conducting initial interviews.
• Coordinating interviews with hiring teams and collecting feedback.
• Supporting offer and onboarding processes.
• Ensure a positive and professional candidate experience throughout.

1. Stakeholder Collaboration

• Work closely with hiring managers to understand role requirements and ideal candidate profiles.
• Provide timely updates on hiring progress and candidate pipelines.
• Offer market insights and advise on recruitment best practices where needed.

Qualifications & Skills

• Minimum 5 years of recruitment experience, ideally in communications, PR, marketing, or related industries.
• Strong track record of hiring in Japan and familiarity with local talent dynamics.
• Solid sourcing and headhunting skills, including use of social media and job platforms.
• Proficiency with applicant tracking systems and recruitment tools (e.g., LinkedIn Recruiter).
• Excellent interpersonal, communication, and stakeholder management skills.
• Ability to manage multiple open roles with efficiency and professionalism.
• Fluency in Japanese (native or business level) and English (professional working proficiency).

Why Work With Us?

• Be part of a globally recognized leader in communications and PR.
• Opportunity to support strategic growth during a key hiring period.
• Work in a collaborative, inclusive, and dynamic team environment.
• Flexible working arrangements available (remote or hybrid).

Note from the Team

Weber Shandwick is proud to be an equal opportunity employer. We are committed to building an inclusive environment where every voice is respected. We welcome applications from all qualified candidates.

Personal data held by Weber Shandwick relating to employment applications will be used in accordance with our Privacy Statement, available on our website.

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