Marketing Executive Assistant

$68,640 - $73,944/Yr

Volt - Saint Paul, MN

Full-time - Entry Level

Saint Paul, MN

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 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 to facilitate smooth operations. In this role, the Executive Assistant will also manage travel and expense reports, ensuring compliance with company policies. Confidentiality is paramount, and the candidate must demonstrate the ability to handle sensitive information with discretion. The position requires a proactive approach to anticipating the needs of the executives and the ability to work collaboratively with various stakeholders. The Executive Assistant will also assist with departmental tasks, including organizing team events and managing communications related to partner portfolios. 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 comfortable working in a dynamic environment.

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 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

• Excellent computer proficiency on both Mac and Windows platforms, 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.
• Proactive, resourceful, and flexible in anticipating needs.
• Ability to manage multiple tasks while keeping the bigger picture in perspective.
• Strong interpersonal skills to work effectively with executives, assistants, and staff at all levels.
• Organizational skills with the ability to follow through on multiple projects simultaneously.
• Effective verbal and written communication skills.
• Proactive in identifying ways to improve productivity and efficiency.
• Minimum of 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 insurance
• Accidental Death & Dismemberment (AD&D) insurance
• 401(k) retirement plan
• Sick time
• Other types of paid leaves as required by law
• Employee Assistance Program (EAP)