Executive Assistant

About Circana

Circana delivers advanced technology, artificial intelligence, and data solutions tailored to consumer packaged goods companies, manufacturers, and retailers. Our proprietary Liquid Data® platform and predictive analytics enable clients to track market share, understand consumer trends, and foster growth, driven by over six decades of deep domain expertise and a comprehensive, high-quality dataset.

At Circana, we prioritize continuous personal and professional development, embrace transparent feedback, and celebrate successes big and small in a flexible and accommodating work environment that respects work-life balance. We are committed to fostering a global culture of inclusivity and belonging, valuing diverse backgrounds, perspectives, and experiences to create a stronger, more innovative environment for employees, clients, and communities. Our workplace has earned certification from Great Place To Work® based exclusively on employee feedback. Learn more about us at www.circana.com.

Role Overview

The Executive Assistant position provides high-level administrative support to two senior executives overseeing Commercial CPG businesses at Circana. This trusted partnership involves managing intricate calendars, coordinating meetings and industry events, overseeing expenses and invoices, aiding budget management, and handling critical administrative functions. The role demands outstanding organizational skills, agility to handle shifting priorities in a dynamic business environment, and mature judgment. The Executive Assistant collaborates regularly with internal teams, clients, external partners, and trade bodies to maximize organizational efficiency and executive productivity.

Responsibilities

• Oversee complex scheduling for senior executives across multiple stakeholders and time zones, ensuring seamless calendar management.
• Facilitate virtual and in-person meetings by preparing agendas, presentation materials, capturing notes, tracking action items, and coordinating follow-ups.
• Organize team gatherings, off-site meetings, industry events, and other business functions for smooth attendee experiences.
• Manage relationships with trade associations, corporate sponsorships, and industry engagements, including speaker coordination and event logistics.
• Arrange executive travel plans, accommodations, and handle related expense reporting and reimbursements.
• Monitor invoices, track payments, assist with budgeting processes, and support daily financial administration.
• Maintain administrative records, team calendars, distribution lists, and essential business resources.
• Utilize software tools such as Concur, DocuSign, Adobe, Microsoft Teams, Excel, and PowerPoint for operational support.
• Build productive relationships with executives, team members, stakeholders, and external partners through proactive communication and collaboration.
• Handle sensitive information with discretion, professionalism, and sound judgment to maintain confidentiality.
• Identify inefficiencies and implement improvements to administrative workflows and team coordination.
• Manage special projects and ad hoc tasks as required by business needs.

Requirements

• Minimum of five years' experience supporting senior executives in an administrative capacity.
• Proven skill in juggling multiple competing priorities while maintaining diligent attention to detail and reliable follow-through.
• Excellent organizational and time management capabilities, with the flexibility to adapt rapidly in a fast-changing environment.
• Demonstrated experience managing complex executive schedules, coordinating meetings, and supporting major business or industry events.
• Strong interpersonal, verbal, and written communication skills, with a collaborative mindset to build cross-functional relationships.
• Mature professionalism, robust business acumen, sound judgment, and discretion in handling confidential matters.
• Competent project coordination and task management skills.
• Advanced knowledge of Microsoft Office suite, especially Excel and PowerPoint, along with proficiency in Microsoft Teams and collaboration tools.
• Experience managing travel arrangements, expense reporting, invoices, and typical administrative procedures.
• Willingness to adjust working hours as needed to accommodate meetings beyond standard business hours.
• Familiarity with software tools including Concur, DocuSign, and Adobe is highly preferred.

Circana Core Behaviors

• Stay Curious: Demonstrate eagerness to learn and continuously improve by asking insightful questions.
• Seek Clarity: Navigate complexity by fostering understanding and driving informed actions.
• Own the Outcome: Take responsibility for decisions and commit to delivering results.
• Center on the Client: Consistently create value for clients and stakeholders.
• Be a Challenger: Pursue ongoing improvement and challenge complacency.
• Champion Inclusivity: Build trust through empathy, respect, and integrity.
• Commit to Each Other: Actively contribute to a positive workplace culture that supports everyone.

Additional Information

This role is remote within the United States, with a preference for candidates based in Eastern or Central time zones. The position requires adaptability in working hours to support meetings across diverse time zones. The compensation range for this role is $41 to $45 USD per hour, subject to factors such as experience, skills, qualifications, and location. Circana offers a comprehensive benefits package, including paid time off, medical, dental, vision insurance, and 401(k) plans for eligible employees.

Employment offers are subject to successful background checks performed in compliance with applicable laws. Current employers will not be contacted without candidate permission. This role incorporates AI-assisted resume screening as part of the recruitment process. The recruitment may close earlier than 30 days if suitable candidates are identified.