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Executive Assistant
2 months ago
This position is directly involved with senior-level leadership. The successful candidate will be comfortable interfacing with executives and working across departmental lines to drive collaboration at the highest levels. This role is critically important to the operational efficiency. Self-motivated problem solvers with excellent communication skills are encouraged to apply.
The Marketing Executive Assistant is responsible for supporting the Vice President of Marketing with calendar scheduling & meeting management, drafting correspondence, coordinating travel logistics, updating the customer
relationship management system, assisting with departmental budget tracking & contract routing, and other general office support functions as needed. Secondarily, this position supports the international, consumer marketing, and research staff in various projects and meetings. Works with marketing staff and vendors, coordinates committee and task force meetings, takes minutes and provides follow-up to committee members.
50%
Provide administrative support to the Vice President of Marketing: maintain Outlook calendar; set up meetings including the coordination and scheduling of marketing staff meetings; process mail and
email; answer incoming calls; make travel arrangements; process travel claims; reconcile credit card statements; process contract signatures and routing; and writing correspondence.
20%
Provide support for the marketing organization through projects, such as: development of presentations and consolidation of content for speeches and meetings. Take departmental meeting minutes; prepare meeting content;
distribute meeting materials; follow-up with action items; maintain communication with agency partners and serve as a liaison for all agencies with the VP of Marketing. Provide committee meeting support for industry committee meetings and task forces.
10%
Marketing budget management, including reconciliation and tracking of incremental and carry-over requests and ownership of the master marketing budget sheet.
10%
Provide coordination for Senior Director level initiatives, including strategic planning in the following areas: international, consumer marketing, and research. Includes strong collaboration with Senior Director's marketing assistants to ensure
departmental alignment.
10%
Other duties and special projects as assigned
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
