Executive Administrative Assistant

Company Description

About the Role
The Executive Assistant to the CMO plays a pivotal role in providing comprehensive administrative support. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle a wide range of tasks efficiently. The Executive Assistant serves as a vital link between the executive and other team members, clients, and external stakeholders. They should be a proactive and resourceful professional, capable of managing multiple priorities in a fast-paced and dynamic environment.


 

Job Description

Report to the Chief Marketing Officer.
● Be based in our New York City office and work a hybrid schedule (4 days a week in the office, Friday WFH)
● Calendar Management: Coordinate and manage the executive's daily schedule, including meetings, appointments, travel arrangements, and other commitments. Ensure that the executive is well-prepared for all engagements.
● Communication: Handle incoming and outgoing communications, including emails, phone calls, and correspondence. Screen and prioritize messages, responding on behalf of the executive when necessary, or forwarding important matters for their attention.
● Administrative Support: Perform general administrative duties such as data entry, filing, record keeping, and document preparation. Maintain organized and up-to-date files and databases.
● Meeting Coordination: Arrange and coordinate meetings, conferences, and events, including logistical planning, venue selection, catering, and audiovisual setup. Prepare and distribute meeting materials and agendas.
● Travel Arrangements: Manage travel arrangements, including booking flights, accommodations, ground transportation, and handling travel itineraries.
● Confidentiality: Maintain strict confidentiality and handle sensitive information with discretion and professionalism.
● Expense Management: Process expense reports and manage reimbursements for the executive's business-related expenditures.
● Liaison and Networking: Act as a liaison between the executive and internal departments, clients, vendors, and external stakeholders. Build and maintain relationships with key contacts.
● Project Support: Assist with various projects as assigned by the executive, which may involve research, data analysis, and preparing reports.
● Decision Support: Provide relevant information and data to assist the executive in making informed decisions.
● Time Management: Help the executive prioritize tasks and commitments, ensuring deadlines are met and projects are on track. Look ahead and preempt challenges.

 

Qualifications

Experience using different functions within Google Suite and Google drive.
● 5+ years experience in the administrative assistant field, supporting C-suite executives
● Knowledgeable about company policy and procedures, department and personnel and of the information industry in general.
● Customer-focused (internal and external) - liaises with staff and clients of all levels.
● The ability to maintains professional demeanor and calm composure under deadline pressures and in sensitive or stressful situations.
● Experience maintaining confidential information with great judgment and discretion.
● Ability to manage multiple projects and people simultaneously.
● Positive, problem-solving attitude.
● Team-oriented, ability to bring people together and organize/plan events.

Additional Information

This is going to be a Hybrid role with 4 days onsite and remote work on Fridays