Job Summary
As an Executive Assistant at The Marketing Communications group, you are a strategic partner to your Leader, playing a central role within your team. You are the connector and holder of information, with the ability to see around corners, anticipate needs, and solve problems independently. A creative and strategic thinker, you make sound business decisions that support your Leader's priorities, drawing on a deep understanding of the business, your team, and the broader organization. You operate with a high degree of autonomy, exercising judgment and discretion to drive outcomes and keep operations running smoothly. The Executive Assistants at The Marketing Communications group are a collaborative group that prides itself on partnership, and their ability to be flexible in a constantly evolving environment — which is key to success in this role. The pace is fast, so your administrative skills should be exceptional.
Key Qualifications
- Experience supporting senior or executive-level leaders in a creative or marketing organization
- Exceptional organizational, time management, and administrative skills with a track record of supporting multiple leaders in complex, fast-paced, cross-functional environments
- Proven ability to anticipate needs, exercise independent judgment, and translate minimal context into action
- Excellent verbal and written communication skills, both in person and virtually
- Meticulous attention to detail with the ability to manage competing priorities
- Calm, confident presence in high-pressure situations
- Handle highly confidential information with professionalism and discretion
- Proficiency with our software (Calendar, eApproval, Keynote, Pages, Numbers) and collaboration tools such as Slack, Box, and Quip
Responsibilities
- Provide executive administrative support to multiple leaders at the executive or leadership level, serving as a trusted partner in day-to-day operations and long-term planning
- Manage complex, cross-functional calendars with heavy scheduling and frequent reprioritization, including scheduling across multiple time zones and resolving conflicts for both in-person and virtual engagements
- Coordinate domestic and international travel arrangements, including itineraries, accommodations, and expense reporting
- Develop a deep understanding of your team's operational norms, culture, policies, and procedures to proactively address needs
- Plan and execute international team visits, off-sites, team-building events, all-hands, and summits — managing logistics and ensuring smooth follow-through from start to finish
- Provide administrative support to the broader team, including coordinating conference rooms, catering for high-profile external guests, and supporting exec-level meetings
- Partner with hiring managers to deliver a seamless onboarding experience for new team members, including equipment coordination, workspace setup, and system access
- Track and manage action items, deadlines, and follow-ups on behalf of leadership to ensure nothing falls through the cracks
- Coordinate cross-functional meetings and ensure alignment across stakeholders
- Ensure compliance with financial budgets and company policies, including expense reporting, P-Card reconciliation, invoice processing, and vendor coordination
- Build and maintain strong working relationships with Executive Assistants across the company, representing your leaders and team with professionalism and kindness
- Contribute to team morale and culture through a thoughtful, creative approach to team activities and engagement
Minimum Qualifications
- 7-10+ years of relevant experience supporting executives
- Excellent organization skills with an acute attention to detail
- Superior verbal and written communication skills
- Ability to juggle multiple tasks in a fast-paced, time-sensitive environment
- Proven problem-solving abilities with the capacity to anticipate change and act efficiently
- Confident communicator, able to engage effectively with senior team members and their assistants across the company
Preferred Qualifications
- Tech savvy, with the ability to support the overall team with ad hoc and daily requests
- High level of integrity, able to handle confidential and sensitive information with discretion and a passion for helping others
- Calm, friendly, and professional demeanor at all times; positive and approachable, yet diplomatic when saying no
- Willingness to graciously accept last-minute requests and jump into projects outside your immediate scope as needed
- Bachelor's degree, AA, or equivalent experience
Hours may fluctuate on project needs.
