Executive Assistant to Head of Marketing

Position Overview

We are looking for an exceptionally organized and proactive Executive Assistant to offer thorough administrative support to the Head of Marketing. This role involves managing the executive's calendar, travel plans, communications, and various administrative and project-related duties, enhancing the smooth operation of daily activities.

The successful candidate will thrive in a dynamic, fast-moving work setting, display discretion managing sensitive information, and anticipate the needs of the executive efficiently. This is a full-time role requiring presence five days per week in the New York City office.

Primary Responsibilities

• Oversee the complex scheduling needs of the Head of Marketing, managing meetings internally and externally across multiple time zones.
• Arrange comprehensive travel plans including flights, accommodations, ground transport, and detailed itineraries.
• Prepare agendas, presentations, briefings, and other documentation ahead of meetings.
• Act as the communication bridge between the Head of Marketing and internal teams, company leaders, vendors, and external partners.
• Filter and respond to emails and communication on behalf of the executive when necessary.
• Organize leadership meetings, team retreats, client meetings, and marketing events.
• Monitor tasks and follow up with involved parties to ensure deadlines are met.
• Handle the preparation and submission of expense reports and reimbursements promptly.
• Provide assistance with budget monitoring, purchase approvals, and vendor interaction.
• Maintain organized electronic filing systems for documents and records.
• Support marketing projects and strategic initiatives as required.
• Help coordinate logistics for board meetings, executive presentations, and customer gatherings when needed.
• Maintain strict confidentiality and professional handling of sensitive information.
• Identify and propose enhancements to administrative processes to boost overall efficiency.

Candidate Qualifications

• Hold a bachelor's degree or equivalent professional background.
• Possess over three years of experience supporting senior executives, preferably in marketing, tech, or corporate roles.
• Exhibit excellent organizational, prioritization, and time management capabilities.
• Demonstrate strong written and oral communication skills.
• Capable of juggling multiple priorities with keen attention to detail and precision.
• Maintain the utmost professionalism, confidentiality, and discretion.
• Proficient in Microsoft Office suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Familiar with communication and collaboration tools like Zoom, Microsoft Teams, and project management software is advantageous.
• Show aptitude for independent work and anticipating executive needs.

Preferred Qualities

• Positive and service-oriented attitude with excellent interpersonal skills.
• Strong problem-solving skills and resourcefulness.
• Ability to stay composed and flexible when priorities shift.
• Demonstrate reliability, ownership, and accountability.
• Comfort in engaging with senior leaders and representing the executive appropriately.
• Experience managing executive travel, meetings, and large-scale event coordination is highly valued.

Indicators of Success

• Efficient and seamless management of the Head of Marketing's calendar, travel, and key priorities.
• Well-organized and productive meetings, supported by accurate and timely materials.
• Streamlined administrative functions requiring minimal supervision.
• Consistent and prompt communication and follow-up with relevant stakeholders.
• The executive is free to concentrate on strategic objectives, confident that all administrative and logistical requirements are managed proactively and professionally.

Compensation and Benefits

The anticipated annual base salary ranges from $75,000 to $90,000, contingent on experience, skills, and internal equity. The position may also qualify for a discretionary bonus. Benefits include a 401(K) plan with up to 7% company match, flexible time off, 12 paid holidays, comprehensive medical/dental/vision/wellness coverage, monthly team activities, and access to modern collaborative workspaces.

Equal Employment Opportunity Statement

We are an employer committed to equal opportunities, fostering an inclusive workplace free from discrimination related to race, color, religion, gender identity, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other legally protected attribute.