Sr. Administrative Assistant to the Chief Marketing Officer

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Position Summary:
The Sr. Administrative Assistant to the Chief Marketing Officer (CMO) role combines traditional executive assistant duties with modern project coordination, communication management and digital tool proficiency to keep the marketing organization running smoothly.

This role is open to candidates local to our Boston, MA office and does have some in-office expectations.

Key Responsibilities:

• Calendar and Time Management: Manage the CMO and Marketing leaders calendars, scheduling appointments, meetings, and travel arrangements, prioritizing tasks, and ensuring efficient time allocation. Oversee Daily Prioritization: Proactively adjust plans as business needs shift to ensure focus on the most impactful and timely activities.
• Communication and Liaison: Act as a point of contact between the CMO and internal/external stakeholders. Develop collaborative relationship with executive administrators in C-suite to ensure smooth interactions and successful logistics (space, preferences, timing, etc.).
• Help Support Corporation and Divisional Goals: Support marketing leaders in executing Marketing’s annual goals and priorities by being intuitive, resourceful, thoughtful, diplomatic, and action-oriented.
• Meeting Coordination: Prepare for meetings, including creating agendas, note taking, meeting summarization and distribution. Coordinate catering with internal/external partners and vendors. Be on-site to oversee all details are executed flawlessly. Work with A/V group for large meetings, providing successful and equitable meeting experience for hybrid marketing meetings.
• Event Coordination: Assist with planning and executing internal marketing events. Coordinate closely with the Events & Experience team on coordinating Marketing All-Hands meetings.
• Expense Management: Process expense reports and manage budgets related to the CMO's activities. 
• Travel Arrangements: Book travel for the CMO and other team members as needed. 
• Special Projects: Take on additional tasks and special projects as needed by the CMO and marketing leaders including light research, submission for internal rewards, assisting with organizing community events and more. 
• Training and Onboarding coordination and support: Assist new team members with the new hire and onboarding process. Support Operations team with learning and development training for the Marketing department.
• Presentation/Document support: Provide light edits and updates to presentations and spreadsheets for CMO and direct reports, maintain organized, easily accessible files and materials to ensure efficient retrieval.
• Internal/Team Communications: Provide draft communications (emails, memos) on behalf of CMO. Provide ongoing updates to Marketing Division related to company or departmental activities, deadlines, news and updates.

Skills/Requirements:

• Exceptional Organizational and Time Management Skills: Manage multiple priorities, meet deadlines, and maintain a high level of organization. Be able to anticipate future requirements and plan ahead.
• Strong Communication Skills: Excellent written and verbal communication skills, including the ability to communicate effectively with diverse audiences. 
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software; skilled at creating impactful PowerPoint presentations, collaborating seamlessly across Teams and Zoom, exploring AI and automation tools to streamline and improve upon recurring tasks.
• Discretion and Confidentiality: Be trusted with handing sensitive information with discretion and maintaining confidentiality. 
• Problem-Solving Skills: Can identify and solve problems proactively and creatively. Takes pride in finding the best ways to streamline work and improve performance (project planning, developing systems that work better, etc.). 
• Relationship Building: Skilled at building and maintaining strong relationships with internal and external stakeholders. 
• Professional Presence: Demonstrates exceptional professionalism during all interactions with internal leaders, external partners, stakeholders and more. Represents the CMO and is consistently polished, confident and respectful.
• Proactive & Anticipatory: Can anticipate needs, spot potential issues before they arise, and keep priorities on track with timely reminders and follow