Executive Assistant

Position Title Executive Assistant

Location Nationwide

Job Summary

The Executive Assistant is responsible for enhancing the effectiveness of the Chief Marketing Officer by providing advanced information management support, administrative support, and organizational support. Responsible for handling a wide and complex range of administrative and executive support related tasks working under minimal supervision. Interact with staff at all levels in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.

Also responsible for gathering and analyzing marketing-related information to prepare reports and executive briefings, assisting with the planning of marketing events and presentations, managing and directing certain inquiries, managing and prioritizing meetings for the executive, and assisting with the creation of timely communications within the marketing division and across the enterprise. Serves as a key operational coordinator between the CMO and marketing leadership, external agencies, and cross-functional stakeholders.

May be required to apply knowledge of marketing operations, industry trends, and business unit specific initiatives to perform relevant administrative functions and related special projects.

Pay Range: $35.07-$45.66 Pay Range: Local Minimum Wage - $0.00 - $0.00

JOB RESPONSIBILITIES

• Develop and distribute reports, collect and analyze information, prepare presentation materials which may include multi-media applications.
• Organize written and verbal communication, draft letters and documents, take meeting minutes, oversee maintenance and organization of recordkeeping and filing.
• Effectively communicate announcements to the division and executive leadership.
• Make travel arrangements, manage calendars and prioritize meeting requests for an orderly schedule.
• Interface with other leaders, stakeholders, and vendors for business overviews, presentations and onsite visits.
• Conduct special projects and may assist with business unit specific tasks, as needed, including organizing team and culture building events.
• Coordinate and assist with planning marketing events, presentations, vendor meetings, and partner dinners, including logistics, scheduling, and follow-up.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

ADDITIONAL ACCOUNTABILITIES

• Performs special projects, and additional duties and responsibilities as required.
• Consistently adheres to regulatory and compliance policies and standards linked to the job as listed and complete required compliance trainings. Accountable to maintain compliance with applicable federal, state and local laws and regulations.

JOB REQUIREMENTS

Required Qualifications:

• Education level required: High School / High School Equivalency (GED, HiSET, TASC) / Foreign Equivalent.
• Minimum experience required: 2 years of professional experience relevant to assigned area preferred.

Preferred Qualifications:

• Education level preferred: Undergraduate Degree (4 years or equivalent).

Job Competencies:

• Knowledge of standard office, practices and procedures.
• Excellent written and verbal communication skills with the ability to maintain confidential information.
• Proficiency using Email, Excel, Word, Adobe, Visio, PowerPoint or equivalent presentation software.
• Proven analytical skills to gather and summarize data for reports, find solutions to challenges and prioritize work.
• Demonstrated interpersonal skills to handle sensitive and confidential matters.
• Excellent customer service skills.
• Solid typing and data entry skills.
• Self-starter, self-directed and influential.
• Ability to multi-task and work under pressure in a time constrained environment.
• Proven ability to use independent judgment required to plan, prioritize, and organize a diversified workload for executive management.
• Ability to compose and respond to moderately complex correspondence.
• Team player with the ability to create structure amidst a leadership team with different working styles.
• Ability to work overtime if business needs require.
• Demonstrates a strong ability to build and maintain effective relationships with stakeholders by communicating clearly, engaging in proactive collaboration, and leveraging cross functional insights. Aligns relationship building efforts with enterprise goals to accelerate performance and drive strategic results.
• Builds trusted client relationships, whether internal or external, by identifying needs and delivering tailored solutions to enhance the overall client experience.
• Fosters or supports a positive work culture and productive work environment, displaying importance of effective relationships with customers and stakeholders.
• Physical demands (ADA): No unusual physical exertion is involved