Executive Assistant, Marketing (R5304)

Job Description

We are seeking a highly organized, proactive, and business-minded Executive Assistant / Team Administrator to provide executive-level support to our Chief Marketing Officer (CMO). This individual will serve as a trusted partner to the CMO, ensuring seamless day-to-day operations while anticipating needs, managing competing priorities, and enabling the Marketing leadership team to operate efficiently.

• Supports the CMO with complex, multi-time zone calendars, balancing competing priorities while optimizing executive time.
• Captures meeting notes, tracks action items, monitors progress, and helps ensure commitments are completed.
• Develops sufficient understanding of the business and organizational priorities to proactively identify issues, surface dependencies, and help drive execution.
• Coordinates meetings, executive reviews, leadership offsites, and customer engagements.
• Manages agendas, meeting logistics, and follows up on actions for staff meetings, leadership meetings, and key business reviews.
• Affords administrative support to members of the Marketing leadership team as needed, particularly for complex travel, scheduling, and key initiatives.
• Assists in department budget tracking, purchase requests, invoice processing, and other administrative financial activities.
• Processes executive expense reports accurately and in a timely manner.
• Coordinates planning and logistics for team meetings, offsites, customer visits, executive events, and cross-functional initiatives.
• Serves as the primary point of contact for day-to-day administrative needs across the Marketing organization.
• Prepares, edits, and formats high-quality presentations, reports, executive communications, and other business documents.
• Supports members of the Marketing leadership team with complex scheduling, travel coordination, and administrative needs as appropriate.
• Planner, Budget & Operations
• Supports with department budget tracking, purchase requests, invoice processing, and other administrative financial activities.
• Processes executive expense reports accurately and in a timely manner.
• Coordinates planning and logistics for team meetings, offsites, customer visits, executive events, and cross-functional initiatives.
• Serves as the primary point of contact for day-to-day administrative needs across the Marketing organization.
• Communications & Executive Presentations
• Prepares, edits, and formats high-quality presentations, reports, executive communications, and other business documents.
• Translates executive guidance into polished PowerPoint presentations and supporting materials with exceptional attention to detail.
• Maintains organized documentation and ensures information is communicated clearly and professionally.
• Travel & Executive Events
• Coordinates complex domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Provides on-site executive support during major company events, customer meetings, trade shows, and industry conferences, including occasional travel as required.
• Partners with other Executive Assistants to coordinate Executive Team activities and support company-wide events.
• Executive Partnership
• Handles highly confidential information with the utmost discretion and professionalism.
• Builds strong working relationships across the executive team, Board interactions, customers, and external partners.
• Serves as a senior member of the Executive Assistant community by mentoring others, sharing best practices, and providing backup support across the C-Suite when needed.

Required qualifications

• 15+ years of executive assistant, administrative, or related professional experience supporting C-level executives.
• Demonstrated success partnering closely with senior executives in demanding, fast-paced environments requiring exceptional professionalism and sound judgment.
• Experience managing highly complex calendars, travel, executive meetings, and competing priorities with minimal direction.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Experience preparing executive-level presentations and business documents using PowerPoint and other presentation tools.
• Excellent written and verbal communication skills with a polished executive presence.
• Proven ability to manage confidential information with the highest level of discretion.
• Experience coordinating leadership meetings, managing agendas, documenting action items, and tracking follow-up activities.
• Ability to build trusted relationships and effectively manage stakeholders across all levels of the organization, including executives, customers, and Board members.
• Strong proficiency with Microsoft Office Suite and Google Workspace.
• Experience coordinating complex domestic and international executive travel.
• Familiarity with expense management systems such as Concur or Expensify.
• Demonstrated curiosity about emerging technologies, including AI tools that improve productivity and executive workflows.
• Previous experience supporting executive leadership in organizations with frequent Board, investor, or customer interactions.