Senior Executive Assistant, Chief Marketing Officer (Hybrid)

Job Description
The Senior Executive Assistant will support the Senior Vice President and Chief Marketing Officer (CMO) in a fast-paced and dynamic environment. This role will be a critical team member to the CMO; acting as an indispensable partner to ensure productivity at all levels of the organization. The ideal candidate will ensure that meetings begin on time with prep material delivered in advance. They will optimize meeting and travel schedules, enabling remote decision making and keeping projects on track. They will be able to perform advanced and diversified administrative duties with minimal direction; ensuring they possess a broad and comprehensive knowledge of Company policy and procedures. They will be adept at building and maintaining relationships at all levels of leadership; always operating with diplomacy and confidentiality. And most importantly, they will filter distractions to enable the CMO to proactively set and lead the organization's agenda. Finally, they should feel comfortable and get energy in interacting with others; and have a desire to help shape the department's culture and team member engagement.

• Proactively structures, organizes and expedites the activities and workflow of the executive's office. Prioritize the schedules, develops and initiates systems of a follow up for projects, meetings and issues to assure the efficient and effective management of the executive's office.
• Screens correspondence and phone calls from high-ranking Company officials are executives external to the Company. Determines the nature of the inquiry and the degree of urgency and handles routine calls tactfully and diplomatically. Prioritizes and drafts responses to correspondence as appropriate with limited direction.
• Represents executive effectively when dealing with internal and external contacts.
• Drafts and distributes department communication on behalf of the CMO.
• Defines set of meeting best practices for Marketing inclusive of calendaring agendas in pre distribution of materials; holds Marketing leadership team and their administrative staff to these standards.
• Communicates and/or coordinates executive's instructions with various individuals and/or department. Furnishes and obtains information from other Company executives or outside representatives. Handles extremely confidential and/or sensitive information of a companywide nature with the highest discretion and decorum. Answers questions and prepares routine/non routine correspondence in the place of the executive. Obtains and furnishes information on behalf of the executive.
• Makes necessary travel arrangements, including ground transportation and hotel accommodations. Prepares travel itineraries for the executive and direct reports. Makes arrangements and coordinates all details for meetings, conferences and special events.
• Coordinate on site meetings including scheduling meeting rooms, food/drink, and other necessary details.
• On behalf of the executive, meet with the direct reports to gather any information needed by the executive. Prepares compiled information for the executive's review. May recommend actions to be taken by the executive based on the gathered information.
• May manage various administrative projects. Participates in gathering research and generates reports as needed. Notifies project participants on timelines and completion dates.
• Creates and processes expense reports.
• Manages authorization process for all Marketing department travel request.
• May delegate work to less experience administrative staff. May coach and mentor these individuals. Provides input on performance evaluation.
• May provide administrative support for multiple executives, either full-time or as needed basis.

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External Basic Qualifications

• High School diploma/GED and at least 3 years of general administrative experience (ex: answering phones, making travel arrangements, distributing correspondence, etc.)
• At least 2 years of experience coordinating and scheduling multiple events simultaneously.
• At least 3 years of experience managing calendar for 1 or more individuals (for example: setting up meetings and determining the priority of meeting requests and events).
• At least 2 years of experience working with individuals at the executive level.
• Experience building and maintaining relationships within a team.
• Basic email and internet explorer skills (sending, receiving, and organizing communications).
• Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates.
• Experience developing ways of accomplishing goals with little or no supervision, depending on oneself to complete objectives and determining when escalation of issues is necessary.
• Advanced level skill in Microsoft Excel (for example: using AVERAGE function, merging and centering cells, printing centered page and/or creating a pivot table).
• Advanced level skill in Microsoft PowerPoint (for example: changing picture styles, customizing animation and/or setting automatic slide timings).
• Advanced level skill in Microsoft Word (for example: adding developer tab, creating a macro, formatting table style, inserting comments and/or creating a mail merge).
• Willing to travel up to 10% of the time for business purposes (within state and out of state).

Preferred Qualifications

• Associate's Degree or Bachelor's Degree.
• High School diploma/GED and at least 5 years of general administrative experience (ex: answering phones, making travel arrangements, distributing correspondence, etc.)
• Experience using Outlook or Lotus Notes for email and calendar management.