Executive Assistant

Here at Atlantic Bay, we focus on genuinely caring for both our customers and team. We pride ourselves on being adaptable and energetic, especially in fast-paced environments! Our goal is to continuously inspire growth, for each of our team members to reach their goals and aspirations, all the while having fun. We’re in the business of lending peace of mind, whenever, wherever, however.

About the role

Atlantic Bay Mortgage Group is seeking an Executive Assistant to the Chief Marketing Officer in our Virginia Beach, Virginia office. The ideal candidate will be highly organized, proactive, detail-oriented, and comfortable supporting executive-level priorities while also assisting with marketing initiatives, campaign coordination, meeting preparation, vendor communication, events, reporting, and cross-functional follow-up. This position plays an important role in helping the Marketing department stay organized, aligned, and execution-focused.

Responsibilities

• Managing and maintaining the Chief Marketing Officer’s calendar, including scheduling internal and external meetings, appointments, conference calls, department meetings, and executive-level planning sessions. Requires attention to detail as there is a high volume of appointments in a fast-paced environment.
• Coordinating meeting logistics, including agendas, meeting materials, presentations, room reservations, virtual meeting links, catering, follow-up notes, and action-item tracking.
• Assisting with marketing department planning, including campaign calendars, project timelines, launch schedules, promotional events, and departmental deadlines.
• Assisting with preparation, formatting, and distribution of marketing materials, executive presentations, reports, recaps, campaign summaries, and leadership updates.
• Coordinating travel arrangements for the Chief Marketing Officer and Marketing leadership team, including flights, hotels, ground transportation, itineraries, reservations, and expense reporting.
• Supporting vendor, agency, and partner coordination, including scheduling meetings, tracking deliverables, processing invoices, maintaining contact lists, and following up on outstanding items.
• Managing project tasks, assignments, deadlines, and follow-up items as needed for the Chief of Marketing.
• Maintaining confidentiality when handling executive communications, business plans, marketing strategies, budgets, personnel matters, and other sensitive information.
• Providing general administrative support to the Marketing department.
• Assisting with special projects and other duties as assigned to support the Chief Marketing Officer and Marketing leadership team.
• Providing executive-level personal support, including coordinating errands, appointments, reservations, gifts, or other personal administrative tasks as requested and appropriate.
• Performing other administrative duties as needed to support the Chief Marketing Officer.
• Performing other duties as assigned.

Requirements

• 2 - 4 years of administrative, executive assistant, marketing coordination, project coordination, or related professional experience.
• Experience supporting a senior leader, executive, department head, or fast-paced business team.
• Extensive knowledge of Microsoft Office products including Word, Excel, PowerPoint, Teams, and Outlook.
• Familiarity with marketing tools, CRM systems, project management platforms, social media coordination, or digital marketing reporting is a plus.
• Ability to travel within the Virginia Beach, Virginia area and surrounding markets as requested for meetings, events, marketing activations, vendor visits, or company functions.
• Ability to organize and prioritize tasks in a fast-paced and dynamic environment.
• High level of professionalism and strong communication skills.
• Excellent verbal and written communication skills.
• Ability to collaborate and work with all levels and varying positions of staff.
• Must lead with uncompromising integrity.
• Must be extremely organized; with the ability to anticipate outcomes.

Benefits

• Competitive base salary
• Eligibility for monthly bonuses
• Health insurance
• 401(k)
• Paid time off (PTO)
• Paid volunteer time
• Your birthday off with pay