Executive Administrative Assistant to Chief Marketing & Communications Officer
- Schedule & Calendar Management - Manage complex calendars across time zones, balancing internal, external, and personal priorities, includes resolving calendar conflicts proactively.
- Communication & Gatekeeping - Screen and prioritize incoming calls, emails, and correspondence with stakeholders.
- Travel & Logistics - Organize domestic and international travel: flights, accommodations, detailed itineraries, and expense reports.
- Document & Presentation Preparation - Draft, format, and proofread executive-level documents, presentations, reports, and memos.
- Meeting & Event Coordination - Handle logistics for meetings, board events, and off-site gatherings; help prepare agendas, summarize information, manage follow-up.
- Information & Project Management - Maintain confidential files, track projects, compile data, and support special initiatives as needed.
- Office Administration - Oversee coordination of various internal priorities to ensure timely completion of tasks, business initiatives and corporate initiatives.
- Support onboarding of new Marketing and Communication Leaders.
- Act as a cultural ambassador, modeling professionalism, inclusivity, and adaptability.
- Additional duties as assigned.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams), Google Workspace, Miro and project/expense management tools (e.g. Ariba, Concur).
- Comfort using AI tools for drafting, summarizing, prioritization while leveraging modern tools (Microsoft 365, SharePoint, OneNote, AI copilots, workflow tools) to increase efficiency.
- Strong calendar and travel management capabilities.
- Excellent written and verbal communication.
- Exceptional organizational aptitude and time management.
- Professional discretion, emotional intelligence, and sound judgment.
- Adaptability, multitasking ability, and solution-oriented mindset.
- Ability to anticipate needs and proactively resolve issues before they escalate.
- Bachelor’s degree, or equivalent professional experience.
- 3–5 years of experience supporting Senior (i.e. SVP, VP) leaders.
- Proven track record in fast-paced, high-stakes environments.
- 3–5 years of experience supporting C-suite executives.
- Some project management experience.
- Sit (Continually=67-100% of workday).
- Writing, Talking/Hearing on the phone (Continually=67-100% of workday).
- Our office follows 4 days onsite and 1-day remote schedule
- Some travel may be required, less than 10%.
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