Executive Assistant

Roth Staffing Companies - Sacramento, CA

Full-time - Entry Level

Sacramento, CA

Administrative and Support Services

About the position

The Marketing Executive Assistant plays a pivotal role in supporting the Vice President of Marketing and ensuring the operational efficiency of the marketing department. This position requires a self-motivated individual who is comfortable interfacing with senior-level leadership and executives. The successful candidate will be responsible for a variety of administrative tasks that are essential for the smooth functioning of the marketing team. This includes managing the VP's calendar, scheduling meetings, drafting correspondence, and coordinating travel logistics. The role also involves updating the customer relationship management system and assisting with departmental budget tracking and contract routing. In addition to supporting the VP of Marketing, the Marketing Executive Assistant will also provide support to the international, consumer marketing, and research staff on various projects and meetings. This includes working closely with marketing staff and vendors, coordinating committee and task force meetings, taking minutes, and providing follow-up to committee members. The assistant will be expected to maintain communication with agency partners and serve as a liaison for all agencies with the VP of Marketing. The position is structured around several key responsibilities, with a significant portion of time dedicated to administrative support for the VP, project support for the marketing organization, budget management, and coordination of senior director-level initiatives. The ideal candidate will possess excellent communication skills and a proactive approach to problem-solving, making them a valuable asset to the marketing team.

Responsibilities

• Provide administrative support to the Vice President of Marketing, including maintaining the Outlook calendar, setting up meetings, processing mail and email, answering incoming calls, making travel arrangements, processing travel claims, reconciling credit card statements, processing contract signatures and routing, and writing correspondence.
• Support the marketing organization through various projects, such as developing presentations and consolidating content for speeches and meetings. Take departmental meeting minutes, prepare meeting content, distribute meeting materials, and follow up with action items.
• Manage the marketing budget, including reconciliation and tracking of incremental and carry-over requests, and ownership of the master marketing budget sheet.
• Coordinate Senior Director level initiatives, including strategic planning in international, consumer marketing, and research areas, ensuring alignment with Senior Director's marketing assistants.
• Perform other duties and special projects as assigned.

Requirements

• Excellent communication skills, both verbal and written.
• Strong organizational skills and attention to detail.
• Ability to interface with senior-level leadership and executives.
• Proficiency in calendar management and meeting coordination.
• Experience with budget management and financial reconciliation.

Nice-to-haves

• Experience in a marketing environment or with marketing teams.
• Familiarity with customer relationship management systems.
• Ability to work collaboratively across departments.

Benefits

• Health insurance coverage
• Paid holidays
• Flexible scheduling
• Professional development opportunities