Administrative Assistant - Marketing

Aston Carter

2d•$25 - $28•Hybrid

About The Position

As an Administrative Assistant focused on marketing, you will provide proactive support to executives, ensuring smooth daily operations and anticipating their needs. You will manage complex calendars with precision, coordinate communications, and oversee travel and event planning. Your role is pivotal in maintaining strong internal and external relationships while handling sensitive information with discretion.

Requirements

5+ years of proven experience providing administrative support to an executive-level leader within a corporate environment.
Exceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
Motivated initiative-taker that seeks growth and challenge.
Strong written and verbal communication skills adhering to professional courtesy in all communications.
Strong proficiency in Microsoft Office Suite and other relevant software.
Proven experience in coordinating international and domestic travel.

Nice To Haves

Experience with marketing communications.
Competency in Concur for travel management.
Proficiency in expense reconciliation.
Familiarity with SharePoint site management.

Responsibilities

Anticipate the needs of executives and provide proactive solutions to ensure smooth daily operations.
Identify and address potential issues before they arise, ensuring executives are well-prepared for meetings and engagements.
Manage complex calendars with precision, scheduling meetings, appointments, and events while prioritizing conflicting demands.
Coordinate with internal and external stakeholders to arrange meetings, ensuring all necessary materials and information are prepared in advance.
Serve as a key point of contact between executives and internal/external parties, handling communications with professionalism and discretion.
Draft, edit, and proofread correspondence, reports, and presentations as needed.
Build and maintain strong relationships across all levels of the organization, fostering a collaborative and supportive work environment.
Demonstrate a high level of emotional intelligence and discretion in handling sensitive information and situations.
Coordinate complex and detailed international and domestic travel arrangements, including flights, accommodations, transportation, and itineraries.
Ensure all travel plans are cost-effective and align with executives' preferences and schedules.
Organize, schedule, and coordinate a wide range of meetings, including small/large internal meetings, on-site/off-site meetings, town halls, and events with logistics for dinners and catering responsibilities.
Lead and support various ad hoc projects, ensuring alignment with organizational goals and timely completion.
Track project progress, manage deadlines, and communicate updates to relevant stakeholders.
Handle expense reports, document management, and other administrative duties as required.
Maintain organized records and files, ensuring easy access to vital information.
Maintain SharePoint site responsibilities, including updating and removing information as requested.