Executive Administrative Assistant

About the role

The Executive Assistant - Marketing & Administration provides high-level administrative and operational support to the Marketing team, while also providing additional support to the Director of Administration as needed. This role serves as a key partner to the Marketing team, helping keep priorities, communications, meetings, projects, and department initiatives organized and moving forward. The ideal candidate is highly organized, proactive, resourceful, and detail-oriented, with the ability to anticipate needs, manage competing priorities, and operate with a high level of professionalism and discretion.

This position requires someone who is comfortable working in a fast-paced environment, collaborating across teams, and supporting a variety of projects, meetings, events, and communications.

Responsibilities

• Manage sensitive and confidential information with the highest level of professionalism, discretion, and integrity.
• Maintain complex executive calendars, coordinate meetings, and proactively resolve scheduling conflicts.
• Coordinate virtual and in-person department meetings, including scheduling, logistics, agendas, materials, and follow-up communications.
• Manage departmental presentation decks, including creating templates, consolidating content, maintaining consistent formatting, and coordinating submission deadlines with presenters.
• Prepare, edit, and distribute presentations, reports, agendas, spreadsheets, correspondence, and other business documents.
• Coordinate domestic travel arrangements, including transportation, lodging, itineraries, and related logistics.
• Prepare and submit accurate and timely expense reports.
• Screen and prioritize incoming calls, emails, messages, and requests, responding or routing communications appropriately.
• Support internal Marketing communications and initiatives, including newsletters, eNews, the Marketing Advisory Council (MAC), Franchisee Convention, and other department communications and events.
• Assist with the planning, coordination, and execution of department meetings, conferences, conventions, roadshows, and special events.
• Partner closely with Marketing leadership and cross-functional teams to coordinate projects, priorities, and administrative needs.
• Attend virtual and in-person department meetings, capture notes and key takeaways as needed, track action items, and support follow-through.
• Anticipate administrative and operational needs and proactively identify solutions to help the department operate efficiently.
• Perform additional duties and responsibilities as assigned based on business needs.

The essential duties and responsibilities described above are not intended to be a comprehensive list. Additional responsibilities may be assigned, and the scope of the position may evolve based on business needs.

Requirements

• Associate degree required; bachelor’s degree preferred.
• 4-6 years of relevant administrative, executive support, marketing support, or related professional experience.
• Experience supporting senior leaders and/or working within a fast-paced, cross-functional environment preferred.

Skills

• Exceptional organizational and time-management skills with the ability to effectively prioritize competing demands and meet deadlines.
• Ability to thrive in a fast-paced, dynamic environment while maintaining accuracy and strong attention to detail.
• Proactive, solution-oriented approach with the ability to anticipate needs and take initiative.
• Demonstrated ability to manage multiple projects, complex calendars, and shifting priorities with minimal supervision.
• Excellent written and verbal communication skills.
• Ability to communicate professionally and confidently with executives, cross-functional teams, franchisees, vendors, and external partners.
• High level of professionalism, discretion, judgment, and integrity when handling confidential or sensitive information.
• Strong critical-thinking and problem-solving skills with the ability to make sound decisions.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong presentation and document-development skills, including the ability to create and edit professional presentations, reports, spreadsheets, and other business materials.
• Experience coordinating meetings, travel, events, and logistics.
• Highly resourceful and self-motivated, with the ability to work independently while collaborating effectively as part of a team.
• Strong customer-service mindset and commitment to providing high-quality support to leaders and internal stakeholders.
• Adaptable and flexible, with the ability to respond effectively to changing business priorities.
• Ability to provide occasional support outside of normal business hours based on business or event needs.