Senior Executive Assistant

Prominent Features:

• We are PMG, recognized as Best Places to Work by Ad Age for 11 years and Fast Company for Innovators since 2022.
• PMG is a global independent marketing services and technology company that inspires brands and individuals to achieve their goals.

About the role

The Executive Assistant to PMG’s Chief Operating Officer will support a dynamic and often-changing calendar, manage complex travel arrangements, prepare meeting materials, and assist in planning internal events.

Responsibilities

• Support the COO’s dynamic and changing schedule, prioritize meetings, and ensure key initiatives remain on track.
• Coordinate travel arrangements, including booking flights, accommodations, and creating clear itineraries.
• Prepare meeting materials, set agendas, and take thoughtful notes, ensuring follow-ups and next steps are clear and actionable.
• Monitor the progress of strategic initiatives and keep the COO informed of timelines, deliverables, and outstanding items.
• Connect the COO’s office with internal teams, facilitating communication and collaboration.
• Support internal communications by drafting updates or gathering talking points for meetings and cross-functional updates.
• Plan and coordinate leadership meetings, offsites, or internal events, balancing logistics with a thoughtful eye for experience.
• Handle sensitive information with care, professionalism, and discretion, building trust and maintaining confidentiality.
• Bring clarity, care, and organization to every interaction in a fast-moving environment.

Requirements

• 5+ years of experience in executive support or administrative coordination, with a bachelor’s degree or equivalent work experience.
• Proven ability to manage complex calendars and shifting priorities, while staying organized, proactive, and attentive to detail.
• Strong experience coordinating travel, including multi-stop itineraries and last-minute changes across time zones.
• Comfortable preparing meeting agendas, capturing key takeaways, and following through on action items to keep projects moving forward.
• Skilled at tracking timelines, deliverables, and communications across multiple initiatives with discretion and clarity.
• Proficiency in Google Workspace and comfort using tools like Airtable or similar platforms to support project visibility and team alignment.
• Ability to communicate clearly and professionally across teams and with senior leadership, while managing sensitive information with integrity.

Qualifications

• A commitment to curiosity and adaptability within AI as a Continual Learner, staying at the forefront of media innovation while prioritizing client success.
• A dedication to People-Focused leadership, fostering collaboration, innovation, and professional growth by leading by example and nurturing strong relationships that empower others to excel.

Benefits

• Professional Development: Learning and development programs, mentorship opportunities, and career advancement support.
• Generous Time Off: Paid time off and holiday allowances.
• Parental Leave: Paid parental leave.
• Retirement & Pension Plans: Competitive retirement or pension programs, including contribution matching.
• Fertility and Family Support: Fertility benefits for all team members and their spouses.
• Healthcare: Coverage and support for everyday medical expenses and routine care, tailored by geography.
• Pet Insurance: Protection for your pet's health and your finances.
• Lifestyle Spending Accounts: Promotion of healthy habits and well-being.
• Commuter Benefits: Support for travel and commuting needs, where available.
• Annual Bonus: Eligibility for an annual bonus.
• Volunteering Opportunities: 8 give-back hours to volunteer in local communities.
• AI Enterprise License: Access to AI Enterprise accounts and participation in weekly AI training sessions.