Executive Administrative Assistant to Chief Marketing & Communications Officer

ADT•Boca Raton, FL

8h•Hybrid

About The Position

The Executive Assistant supports one or more senior executives (e.g. C-Suite, SVP, VP), acting as a trusted partner to manage their time, communications, and critical projects. This role requires strategic coordination, impeccable judgment, and professional discretion.

Requirements

Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams), Google Workspace, Miro and project/expense management tools (e.g. Ariba, Concur).
Comfort using AI tools for drafting, summarizing, prioritization while leveraging modern tools (Microsoft 365, SharePoint, OneNote, AI copilots, workflow tools) to increase efficiency.
Strong calendar and travel management capabilities.
Excellent written and verbal communication.
Exceptional organizational aptitude and time management.
Professional discretion, emotional intelligence, and sound judgment.
Adaptability, multitasking ability, and solution-oriented mindset.
Ability to anticipate needs and proactively resolve issues before they escalate.
Bachelor’s degree, or equivalent professional experience.
3–5 years of experience supporting Senior (i.e. SVP, VP) leaders.
Proven track record in fast-paced, high-stakes environments.

Nice To Haves

3–5 years of experience supporting C-suite executives.
Some project management experience.

Responsibilities

Schedule & Calendar Management - Manage complex calendars across time zones, balancing internal, external, and personal priorities, includes resolving calendar conflicts proactively.
Communication & Gatekeeping - Screen and prioritize incoming calls, emails, and correspondence with stakeholders.
Travel & Logistics - Organize domestic and international travel: flights, accommodations, detailed itineraries, and expense reports.
Document & Presentation Preparation - Draft, format, and proofread executive-level documents, presentations, reports, and memos.
Meeting & Event Coordination - Handle logistics for meetings, board events, and off-site gatherings; help prepare agendas, summarize information, manage follow-up.
Information & Project Management - Maintain confidential files, track projects, compile data, and support special initiatives as needed.
Office Administration - Oversee coordination of various internal priorities to ensure timely completion of tasks, business initiatives and corporate initiatives.
Support onboarding of new Marketing and Communication Leaders.
Act as a cultural ambassador, modeling professionalism, inclusivity, and adaptability.
Additional duties as assigned.