Executive Assistant, Marketing

Marketing Administrative Assistant

Supports the Marketing team using a wide range of professional skills such as scheduling meetings and appointments, coordinating project needs and providing general administrative support to Marketing employees. Highly organized, attention to detail, and motivated to take initiative in supporting firm operations and teams.

Responsibilities:

• Provides administrative support to Marketing team for confidential and time sensitive material
• Prepares meeting agendas for assigned staff, assists with meeting set-up/clean-up which includes ordering lunch and takes minutes as required
• Serves as a liaison between the Chief Marketing Officer and cross functional teams to ensure smooth execution
• Works with senior leaders and teams to ensure follow-through on decisions, priorities and deadlines
• Plans and executes complex cross-functional projects, ensuring deliverables are met on time, with team
• Monitors key milestones, collaborates to hold team members accountable for deadlines and escalates blockers
• Coordinates planning cycles, team offsites and project retrospectives
• Assists in weekly team check-ins, ensuring alignment across workstreams and owners
• Maintains centralized documentation of strategic projects, decisions and action items with team
• Schedules and organizes activities such as meetings, schedules, travel, conferences and interviews
• Answers phones, distributes mail and processes expense reimbursement for assigned staff
• Performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
• May scan, distribute, and archive appropriate resources for knowledge sharing
• May assist Marketing team with the development and production of marketing materials
• May train staff in administrative duties as needed

Qualifications:

• High school education; college level preferred
• Typically with 8+ years of related experience
• Proficient in MS Office Suite, including Outlook, Word, Excel, PowerPoint and Teams
• Strong project management toolkit skills (e.g., Asana, Notion, ClickUp, or similar) preferred
• Knowledge of Adobe software including InDesign and Illustrator to create and edit graphic materials and presentations preferred
• Proven experience working closely with senior executives in a fast paced environment preferred
• Strong interpersonal skills and the ability to interact with all levels of staff
• Strong attention to detail and follow-through
• Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
• Ability to communicate in a clear, concise and professional manner both verbally and in writing
• Ability to proactively problem solve and collaborate on innovative solutions
• Ability to work in team environment
• Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
• Ability to work on multiple projects at the same time
• Ability to effectively meet deadlines at expected quality