Marketing Executive Assistant

$68,640 - $73,944/Yr

Volt - Albany, NY

Full-time - Entry Level

Albany, NY

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 Albany, New York. This role is crucial in managing the executives' schedules and ensuring that all organizational needs are met in a fast-paced environment. 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 travel and expenses. This position requires a high level of professionalism and the ability to maintain confidentiality in all matters. In this role, the Executive Assistant will interact with internal senior executives and external partners, ensuring effective communication and collaboration across departments. The candidate will also assist with departmental tasks, including managing conference room requests, organizing team events, and supporting employee recognition efforts. The position involves overseeing a master schedule of partner communications and portfolio status, as well as providing strong international coordination to align priority projects and best practices. 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 have a minimum of four years of experience supporting high-volume executives and will be proficient in both Mac and Windows environments, including Microsoft Office Suite and Slack.

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 such as 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.

Requirements

• Excellent computer proficiency in Mac & Windows: Microsoft Word, Excel, PowerPoint, 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 and follow-through skills with the ability to manage multiple projects simultaneously.
• Effective communicator, both verbally and in writing.
• Proactive in thinking of ways to improve productivity and efficiency.
• 4 years of experience supporting high-volume executives.

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)