Marketing Executive Assistant

$68,640 - $73,944/Yr

Volt Management Corp - New York, NY

Full-time

New York, NY

Administrative and Support Services

About the position

Volt Management Corp. is seeking a Marketing Executive Assistant to provide comprehensive support to the VP of Marketing and the VP of Partnerships in a dynamic and fast-paced environment. This role is crucial for ensuring the smooth operation of the executives' schedules and the overall organizational needs of the marketing department. The ideal candidate will possess a strong ability to manage multiple tasks efficiently while maintaining a high level of professionalism and attention to detail. The position requires a proactive approach to anticipating the needs of the executives and the ability to communicate effectively with both internal and external stakeholders. As a Marketing Executive Assistant, you will be responsible for managing the executives' calendars, preparing essential documents such as meeting agendas and presentations, and coordinating travel and expense reports. You will also interact with senior executives and external partners, ensuring that all communications are handled with discretion and confidentiality. The role involves extensive collaboration with various departments and vendors to gather necessary information and materials, as well as promoting teamwork and a positive work environment. This position is a full-time, short-term contract lasting two months, with the possibility of extension. The work schedule is hybrid, requiring in-office attendance from Monday to Thursday and remote work on Fridays. The successful candidate will demonstrate exceptional computer proficiency, particularly in Microsoft Office Suite, and possess strong organizational and communication skills. Experience in a high-volume executive support role is essential, along with the ability to thrive in a fast-paced setting.

Responsibilities

• Manage the schedule and calendar for the VP Marketing and VP Partnerships.
• Interact with internal senior executives and external partners as needed.
• Prepare documents including meeting agendas, presentations, and reports.
• Create presentations using Keynote, Google Docs, or MS Office Suite.
• Collaborate with internal departments and external vendors to provide and receive necessary information and materials.
• Manage travel and expenses, including creating expense reports and reconciling credit card accounts.
• Maintain strict confidentiality regarding all matters and documents.
• Promote teamwork internally and externally, working well with executives, staff, and external associates.
• Assist with departmental tasks, including conference room requests, team events, and employee recognition efforts.
• Oversee the master schedule of partner communications and portfolio status.
• Provide strong international coordination to ensure alignment across priority projects and best practices.

Requirements

• Excellent computer proficiency in Mac & Windows, including Microsoft Word, Excel, PowerPoint, and Slack.
• Exceptional professionalism and collaboration skills.
• Demonstrated ability to prioritize tasks, meet deadlines, and make quick decisions.
• Comfortable working in fast-paced environments.
• Detail-oriented with the ability to maintain professionalism under pressure.
• Ability to anticipate needs and be proactive, resourceful, and flexible.
• Strong people skills to work effectively with executives, assistants, and staff at all levels.
• Organizational and follow-through skills to manage multiple projects simultaneously.
• Effective verbal and written communication skills.
• Proactive in thinking of ways to improve productivity and efficiency.
• 4 years of experience in a high-volume executive support role.

Nice-to-haves

• Experience with SAP and Workday.
• Background in entertainment or marketing.
• Previous executive support experience in a digital environment.
• Experience working with international territories and time zones.

Benefits

• Competitive pay rate of $33.00-$35.55/hr based on experience and qualifications.