Marketing Executive Assistant

$68,640 - $73,944/Yr

Volt - Frankfort, KY

Full-time - Entry Level

Frankfort, KY

Administrative and Support Services

About the position

Volt 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 managing the executives' schedules, ensuring that all organizational needs are met efficiently. The ideal candidate will possess a strong ability to multitask, communicate professionally, and maintain a keen attention to detail. The Executive Assistant will be responsible for managing calendars, preparing documents such as meeting agendas and presentations, and coordinating with both internal teams and external partners. This position requires a proactive approach to anticipate the needs of the executives and to facilitate smooth operations across various departments. In addition to managing schedules and preparing necessary documentation, the Executive Assistant will also handle travel arrangements and expense reports, ensuring compliance with company policies. Confidentiality is paramount in this role, as the assistant will be privy to sensitive information. The candidate will also assist with departmental tasks, including organizing team events and managing conference room requests. Strong international coordination skills are essential to align priority projects and best practices across different time zones and territories. This is a full-time, 2-month contract position with the possibility of extension, operating on a hybrid schedule where the candidate will work in the office from Monday to Thursday and remotely on Fridays. The successful candidate will demonstrate exceptional professionalism, collaboration, and the ability to thrive in a fast-paced environment, making them an integral part of the marketing team.

Responsibilities

• Manage the schedule and calendar of 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 gather 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 and team events.
• Oversee the master schedule of partner communications and portfolio status.
• Provide strong international coordination to ensure alignment across priority projects.

Requirements

• 4 years of experience supporting high-volume executives.
• Excellent computer proficiency in Mac & Windows, including Microsoft Word, Excel, PowerPoint, and Slack.
• Exceptional professionalism and collaboration skills.
• Demonstrated ability to prioritize tasks and meet deadlines.
• 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 organizational and follow-through skills to manage multiple projects simultaneously.
• Effective verbal and written communication skills.
• Proactive in identifying ways to improve productivity and efficiency.

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

• Health insurance
• Dental insurance
• Vision insurance
• Term life insurance
• Short-term disability
• Accidental death and dismemberment (AD&D) insurance
• 401(k) plan
• Sick time
• Employee Assistance Program (EAP)