Administrative Assistant

Industry: Consumer Products & Retail | Employment Type: Freelance | Duration: September 1, 2026 – September 1, 2027 | Work Arrangement: On-site Monday–Thursday; remote on Fridays

Position Overview

We are seeking a highly organized, proactive Mid Level Administrative Assistant to provide comprehensive administrative and operational support to senior marketing leaders. This role is essential to maintaining effective executive operations through expert calendar management, meeting and travel coordination, stakeholder communication, and support for key team initiatives. The ideal candidate is service-oriented, detail-focused, adaptable, and comfortable in a fast-paced environment with shifting priorities. You will anticipate leadership needs, protect executive time, and help ensure the Marketing function operates efficiently.

Responsibilities

• Manage complex, high-volume executive calendars, including recurring meetings, ad hoc requests, conflicts, and meeting cadence.
• Serve as a primary point of contact for employees seeking time with supported leaders, prioritizing requests and communicating schedule changes promptly.
• Develop a strong understanding of executive priorities, business objectives, key performance indicators, and critical stakeholders.
• Prepare leaders for upcoming initiatives, milestones, deadlines, reviews, and go-to-market activities through proactive planning and follow-up.
• Coordinate domestic and international travel arrangements, itineraries, accommodations, and expense reporting.
• Support team culture, development projects, leadership meetings, and other department-wide initiatives.
• Maintain distribution lists, communication groups, and related administrative records.
• Partner with executive administrative colleagues to coordinate leadership meetings and special visits, including room reservations, hospitality, transportation, and external-partner logistics.
• Coordinate with IT to resolve technology issues affecting supported leaders.
• Order office supplies and partner with Facilities on workspace-related requests.
• Handle confidential information with professionalism, sound judgment, and discretion.

Key Relationships

• Executive Administration staff supporting the leadership team
• Marketing and commercial leadership teams
• Head Office and Project Management teams
• Internal cross-functional partners, including IT, Facilities, Finance, and Travel
• External vendors, agencies, and other business partners as needed

Qualifications & Skills

• Excellent proficiency with Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Comfort using AI-enabled productivity tools, including Copilot, to improve efficiency and support executive operations.
• Strong written and verbal communication skills with a polished, professional approach.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.
• High level of service orientation with internal and external stakeholders.
• Demonstrated urgency, accountability, ownership, and sound decision-making.
• Ability to anticipate needs, solve problems independently, and remain flexible amid changing business demands.
• Project management experience preferred.
• Experience with enterprise travel and expense-management systems preferred.

Education & Experience

• Minimum of 2 years of experience providing administrative support to senior leaders or executive-level stakeholders.
• High school diploma or equivalent required.
• Experience supporting multiple executives in a corporate, retail, consumer products, marketing, or other fast-paced business environment preferred.