Executive Administrative Assistant to Chief Marketing & Communications Officer

Summary:

The Executive Assistant supports one or more senior executives (e.g., C-Suite, SVP, VP), acting as a trusted partner to manage their time, communications, and critical projects. This role requires strategic coordination, impeccable judgment, and professional discretion.

Duties and Responsibilities:

• 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.

Skills and Competencies:

• 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.

Minimum Qualifications:

• 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.

Preferred Qualifications:

• 3–5 years of experience supporting C-suite executives.
• Some project management experience.

Working Conditions:

Physical Requirements:

• Sit (Continually=67-100% of workday).

Communication Skills:

• Writing, Talking/Hearing on the phone (Continually=67-100% of workday).

Environment Requirements: 

• Our office follows 4 days onsite and 1-day remote schedule

Travel:

• Some travel may be required, less than 10%.