This Executive Assistant position supports the VP of Marketing and the VP of Experience. You provide high-level administrative support, ensuring smooth day-to-day operations while keeping track of strategic initiatives.
What You’ll Do:
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Administrative items get done under your watch. You’ll take administrative tasks off your VP’s plates, dig into issues and unresolved problems, and address inquiries. Every day brings another set of administrative challenges, and you’ll bring the judgment and experience to analyze and research such issues and provide resolution.
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Update reporting systems ensuring the most up-to-date information is reflected in the data and metrics. You will help keep all those who need to know in the know with the most updated information.
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Keep budgets and metrics on track by performing monthly credit card, billing, sponsorship, and ad reconciliations, gathering and preparing data for monthly department metrics, cost-comparisons research, invoice submission for payment, and annual budget preparation support.
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Act as a liaison between your VP’s and vendors or other departments as needed on projects. You’ll make sure we’re getting the best deal, that things stay on track, and that communication is always on the forefront.
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Organize department meetings; prepare meeting agendas and presentations, compile slides/notes from attendee’s, and distribute relevant materials, and day-of-the-meeting set up. During the meeting, you’ll take notes and compile the list takeaways and action items. Afterwards, you’ll keep everyone on point with the completion of their action item and follow-up as needed.
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Calendar Management; you’ll ensure your VP’s day runs as smoothly as possible by planning ahead, making sure documents and information are prepared/provided prior to meetings and making necessary scheduling changes as needed.
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Make and review all travel arrangements for your VP’s and other members of the department as needed; prepare itineraries, book flights, and confirm lodging and transportation.
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Assist with or leading other projects as needed.