Executive Assistant to Head of Marketing

About the role

We are looking for a highly organized Executive Assistant to support our Head of Marketing. The role is based in our New York office and requires managing day‑to‑day operations, travel, and communications to keep the executive’s schedule running smoothly.

Key responsibilities

• Manage a complex calendar, scheduling internal and external meetings across multiple time zones.
• Coordinate travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.
• Prepare meeting agendas, presentations, briefing materials, and other documents in advance.
• Act as a liaison between the Head of Marketing and internal teams, executives, vendors, and external partners.
• Screen, prioritize, and respond to emails and communications on behalf of the executive when appropriate.
• Organise leadership meetings, team off‑sites, customer meetings, and marketing events.
• Track action items, follow up with stakeholders, and ensure timely completion of deliverables.
• Prepare and process expense reports and reimbursements promptly.
• Assist with budget tracking, purchase requests, and vendor coordination.
• Maintain electronic files, documents, and records, and support special projects and strategic initiatives.

Required profile

• Bachelor’s degree preferred or equivalent professional experience.
• 3+ years of experience supporting senior executives, preferably in marketing, technology, or a corporate environment.
• Exceptional organisational, time‑management and prioritisation abilities.
• Strong written and verbal communication skills.
• High level of professionalism, discretion and confidentiality.
• Ability to work independently, anticipate needs and remain calm under pressure.

Required skills

• Proficiency with Microsoft Outlook, Word, Excel and PowerPoint.
• Experience using Google Workspace.
• Familiarity with collaboration tools such as Zoom and Microsoft Teams.