Executive Assistant, Marketing (R5304)
Shield AIAbout the role
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.
In addition to supporting the CMO, this role will provide administrative support to members of the Marketing leadership team as needed, particularly for complex travel, scheduling, and key initiatives. The role may also serve as backup to the Executive Assistant supporting the Chief People Officer and Chief Legal Officer, and occasionally the Executive Assistant to the CEO.
This role requires on-site presence at our San Mateo office, particularly on days when the CMO and other Executive Team members are in the office. While there is some flexibility, there will be weeks where being on-site up to five days is required. Occasional travel may also be required to provide executive support during major company events, customer engagements, and industry conferences.
Role scope:
What we're looking for:
What you'll do:
- Manage complex, multi-time zone calendars for the CMO, balancing competing priorities while optimizing executive time.
- Coordinate meetings, executive reviews, leadership offsites, and customer engagements.
- Manage agendas, meeting logistics, and follow-up actions for staff meetings, leadership meetings, and key business reviews.
- Capture meeting notes, track action items, monitor progress, and help ensure commitments are completed.
- Develop sufficient understanding of the business and organizational priorities to proactively identify issues, surface dependencies, and help drive execution.
- Exercise sound judgment when interacting with internal and external stakeholders, representing the CMO with professionalism and discretion.
- Support members of the Marketing leadership team with complex scheduling, travel coordination, and administrative needs as appropriate.
- Assist with department budget tracking, purchase requests, invoice processing, and other administrative financial activities.
- Process executive expense reports accurately and in a timely manner.
- Coordinate planning and logistics for team meetings, offsites, customer visits, executive events, and cross-functional initiatives.
- Ensure all required materials, information, and logistics are prepared for key meetings and executive engagements.
- Serve as the primary point of contact for day-to-day administrative needs across the Marketing organization. <
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