Position Summary We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to our Head of Marketing. This individual will play a critical role in ensuring the executive's day-to-day operations run efficiently by managing schedules, coordinating travel, facilitating communication, and handling a variety of administrative and project coordination responsibilities.
The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains the highest level of confidentiality, and anticipates needs before they arise. This role is 5 days in office each week out of our NYC office.
Key Responsibilities - Manage the Head of Marketing's complex calendar, including scheduling internal and external meetings across multiple time zones.
- Coordinate travel, including flights, hotels, ground transportation, and detailed travel itineraries.
- Prepare meeting agendas, presentations, briefing materials, and other documents in advance of meetings.
- Serve as a liaison between the Head of Marketing and internal teams, executives, vendors, and external partners.
- Screen, prioritize, and respond to emails and other communications on behalf of the executive when appropriate.
- Coordinate leadership meetings, team offsites, customer meetings, and marketing events.
- Track action items and follow up with stakeholders to ensure timely completion of deliverables.
- Prepare and process expense reports and reimbursements in a timely manner.
- Assist with budget tracking, purchase requests, and vendor coordination as needed.
- Organize and maintain electronic files, documents, and records.
- Support special projects and strategic initiatives within the Marketing organization.
- Coordinate logistics for board meetings, executive presentations, and customer events when required.
- Handle confidential information with discretion and professionalism.
- Identify opportunities to improve administrative processes and increase operational efficiency.
Qualifications- Bachelor's degree preferred or equivalent professional experience.
- 3+ years of experience supporting senior executives, preferably within a marketing, technology, or corporate environment.
- Exceptional organizational, time management, and prioritization skills.
- Strong written and verbal communication skills.
- Ability to manage multiple competing priorities while maintaining accuracy and attention to detail.
- High level of professionalism, discretion, and confidentiality.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace.
- Experience using collaboration tools such as Zoom, Microsoft Teams, and project management platforms is a plus.
- Demonstrated ability to work independently and anticipate executive needs.
Preferred Attributes - Positive, service-oriented mindset with excellent interpersonal skills.
- Strong problem-solving abilities and resourcefulness.
- Ability to remain calm under pressure and adapt to changing priorities.
- Highly dependable with a strong sense of ownership and accountability.
- Comfortable working with senior leadership and representing the executive professionally.
- Experience coordinating executive travel, meetings, and large-scale events is highly desirable.
What Success Looks Like - The Head of Marketing's schedule, travel, and priorities are managed seamlessly.
- Meetings are well organized, productive, and supported with accurate materials.
- Administrative processes operate efficiently with minimal oversight.
- Stakeholders receive timely communication and follow-up.
- The executive can focus on strategic priorities while administrative and logistical needs are handled proactively and professionally.
CompensationThe anticipated base salary range for this position is
$75,000 - $90,000 annually. Actual compensation will be determined based on experience, skills, and internal equity. This role may also be eligible for discretionary bonus.
Generous Benefits: 401(K) matched up to 7%, Flexible Time Off, 12 Paid Holidays, Medical/Dental/Vision/Wellness benefits, Monthly Team Events, Modern Work/Collaboration Spaces
