Marketing Executive Assistant

$68,640 - $73,944/Yr

Volt - Phoenix, AZ

Full-time - Entry Level

Phoenix, AZ

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 fast-paced environment. This role is crucial for managing the executives' schedules, ensuring that all organizational needs are met efficiently and effectively. The ideal candidate will possess a keen attention to detail and the ability to multitask while maintaining professionalism in all communications. 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 to facilitate the flow of information and materials. In addition to managing travel and expense reports, the Executive Assistant will uphold strict confidentiality standards and promote teamwork across various departments. The role also involves overseeing the master schedule of partner communications and ensuring alignment across priority projects. This position is designed for someone who thrives in a collaborative environment and can handle the demands of a high-volume executive support role. The position is a full-time, 2-month contract with the possibility of extension, operating on a hybrid schedule with in-office work from Monday to Thursday and remote work on Fridays.

Responsibilities

• Manage the schedule and calendar for the VP of Marketing and VP of 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 and collaboration internally and externally.
• Assist with departmental tasks such as conference room requests and team events.
• Oversee the master schedule of partner communications and portfolio status.
• Provide strong international coordination across priority projects and industry categories.

Requirements

• 4 years of experience supporting high-volume executives.
• Excellent computer proficiency in both Mac and Windows environments, 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 organizational skills with the ability 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)