Title:  Executive Assistant

Job Summary

We are looking for an experienced Executive Assistant who will act as a force multiplier for a senior leader within Integrated Product and Portfolio Marketing. In addition to providing exceptional executive support, you will help drive operational excellence across the organization by coordinating leadership activities, managing key processes and priorities, tracking progress against commitments, and facilitating effective communication across stakeholders. 

This role requires a unique blend of administrative expertise, business acumen, project coordination, and relationship management. The successful candidate is proactive, highly organized, and comfortable operating independently while partnering closely with senior leaders to keep the team aligned, informed, and focused on what matters most. 

Job Requirements

Administrative Operations 

Administrative excellence is critical to enabling effective partnership with the executive. This is where your organizational strength and prioritization skills will shine.

You will: 

• Manage day‑to‑day calendars to optimize the executive’s time and ensure preparedness for meetings and key priorities 
• Coordinate internal and external meetings, including team meetings, staff meetings, all‑hands, off‑sites, and one‑on‑ones 
• Organize business‑related meetings, including catering, materials, and logistics 
• Arrange domestic and international travel in alignment with company travel policies, including visas, documentation, and cost considerations 
• Verify and approve transactions on behalf of the executive 
• Ensure timely submission of expenses and review/provide feedback on expense reports for the executive and their direct reports 

Operations, Strategy & Project Management 

This role requires a proactive mindset and the ability to manage multiple workstreams while collaborating with diverse stakeholders.

You will: 

• Collaborate on special projects and serve as a key point of contact to ensure departmental goals, milestones, and initiatives align with organization priorities 
• Track progress, follow up on deadlines, and provide reminders on key deliverables 
• Proactively manage calendar priorities  
• Support leadership meetings by taking notes and tracking action items 
• Adapt to evolving business processes and understand the relevance of performance metrics 
• Support budget tracking, bill payment, and the ordering and maintenance of supplies and equipment 

Communication & People Partnership 

As a liaison for the executive, you will: 

• Act as a gatekeeper for inquiries from customers, employees, senior leaders, and visitors, triaging requests and coordinating next steps 
• Maintain a strong “pulse of the team,” staying attuned to organizational priorities and emerging issues 
• Support onboarding of new employees and training of new team members 

Requirements

• 7+ years of administrative experience supporting a VP, ideally in fast-paced technology or software environments 
• Proven ability to execute administrative tasks with discretion, accuracy, and attention to detail 
• Proactive, solutions-oriented mindset 
• Strong written and verbal communication skills focused on clarity and follow-through 
• Ability to partner effectively with senior leaders and external stakeholders 
• Proficiency with Microsoft Office, Outlook calendaring, Zoom, and audio/visual conferencing tools 
• Intermediate project management experience with ability to work under pressure and meet deadlines 
• Experience supporting budgets and event planning 
• Bachelor’s degree or equivalent relevant experience 
• Customer-centric approach 
• Agility and flexibility in dynamic, fast-changing environments 
• Willingness to continuously learn and take on new challenges 
• Strong collaboration skills with confidence to suggest process improvements 
• Sound judgment, ability to influence others, and comfort navigating ambiguity