Executive Assistant - Marketing

Let’s be unstoppable together!

At Circana, we are fueled by our passion for continuous learning and growth, we seek and share feedback freely, and we celebrate victories both big and small in an environment that is flexible and accommodating to our work and personal lives. We have a global commitment to diversity, equity, and inclusion as we believe in the undeniable strength that diversity brings to our business, employees, clients, and communities. With us, you can always bring your full self to work. Join our inclusive, committed team to be a challenger, own outcomes, and stay curious together. Circana is proud to be Certified™ by Great Place To Work®. This prestigious award is based entirely on what current employees say about their experience working at Circana.

Learn more at www.circana.com.

What will you be doing?

Deliver exceptional support to the Chief Marketing Officer and the Marketing & Training Teams on all administrative and support matters related to meetings, calendars, expenses, suppliers, orders, inquiries regarding Circana procedures, association memberships, tracking invoice payments, working in DocuSign and Adobe, plus any other miscellaneous requests or issues that arise. Additionally, this role provides a unique opportunity as a business partner to the Chief Marketing Officer and the team, owning strategic agenda setting for Town Halls, and providing a strategic business lens and POV as a member of the Chief Marketing Officer’s leadership team.

Job Responsibilities

• Develop and maintain a rapport with the senior executives, stakeholders, and vendors through strong lines of communication.
• Demonstrate professionalism and strict confidentiality through all interactions, and with all materials, and exercise discretion at all times.
• Assist with various tasks, including, but not limited to maintaining distribution lists and the Marketing Team calendar.
• Cross functional training /meeting coordination including global Town Halls for the Circana organization
• Manager the calendar and travels of the Chief Marketing Officer and schedule meetings on their behalf.
• Plan meetings (physical or virtual), taking and transcribing minutes, following-up on action items/deliverables, planning events, arranging travel, and accommodation. Strategic business partnership with the Chief Marketing Officer will be required for all planning needs.
• Serve as a custodian of corporate/legal documents requiring record keeping of decisions/approvals.
• Serve as the liaison to Accounts Payable for third party vendor invoices and payment of the Marketing organization
• Maintain and refine processes that support the organization.

Requirements

• 5+ years’ experience providing C-Level administrative support.
• Superb level of professionalism, business acumen and maturity.
• Experience in integrating AI tools and technologies into training programs to enhance learning outcomes, streamline content delivery, and support personalized learning experiences.
• Exceptional organization skills, verbal and written communication skills, and meticulous attention to detail.
• Exploration and examples of AI use to increase efficiency in role.
• High proficiency in MS Office and auxiliary platforms e.g., MS Teams.
• Strong project and task management skills.
• Ability to multitask and adjust in a fast-paced environment.
• Experience in scheduling assistance and calendar management.
• Ability to adjust working schedule as needed to support meetings before and after office hours.
• Experience with Concur a plus.
• Experience with DocuSign and Adobe.

Circana Behaviors

As well as the technical skills, experience and attributes that are required for the role, our shared behaviors sit at the core of our organization. Therefore, we always look for people who can continuously champion these behaviors throughout the business within their day-to-day role:

• Stay Curious: Being hungry to learn and grow, always asking the big questions.
• Seek Clarity: Embracing complexity to create clarity and inspire action.
• Own the Outcome: Being accountable for decisions and taking ownership of our choices.
• Center on the Client: Relentlessly adding value for our customers.
• Be a Challenger: Never complacent, always striving for continuous improvement.
• Champion Inclusivity: Fostering trust in relationships engaging with empathy,