About the Opportunity
The organization is recognized as a Best Place to Work, offering the stability of an established company with a dynamic, start-up feel. As an independent and remote-first media and marketing services firm with a significant history, the company leverages leading data-driven and technology-enabled digital media and marketing services. The diverse team of digital strategists, media practitioners, technologists, and data scientists has received prestigious awards for innovative marketing technology, impactful work, and inclusive remote-first workplaces.
This Executive Assistant role provides critical support to senior leaders, including General Managers and C-suite executives, while also managing day-to-day office operations for designated teams and locations. This position demands independent judgment, proactive anticipation of needs, and the ability to connect priorities across various stakeholders and workstreams without requiring detailed instructions. Success in this role is defined by taking a task or partial information and driving it to completion with minimal oversight, escalating only when genuine judgment dictates.
Key Responsibilities
Strategic Partnership & Executive Support
- Own calendar management for multiple senior leaders, proactively resolving conflicts across stakeholders and time zones.
- Prepare meeting agendas and materials by synthesizing inputs from multiple sources.
- Attend key meetings to capture notes, document decisions, and independently track action items to completion.
- Partner with senior leadership, program management, and sales, retaining context to prevent duplication or missed items.
- Coordinate client follow-up and internal prep sessions, anticipating the needs of sales and account teams.
- Manage expense report submission and compliance, proactively flagging discrepancies.
Travel Booking and Coordination
- Manage end-to-end travel booking and coordination, resolving disruptions independently.
- Coordinate client-funded and company-funded travel with program management and finance.
- Provide monthly reporting on client-billed travel and expenses.
- Proactively plan travel for conferences, offsites, and summits to control costs.
Event and Office Management
- Plan team events, leadership offsites, and internal meetings, including venues, AV, and on-site logistics.
- Coordinate travel and logistics for group summits and cross-functional events.
- Manage office/coworking needs: contract renewals, access administration, space coordination across U.S. locations.
- Arrange shared workspace bookings for client delivery and coordinate recharging with program management and finance.
Required Qualifications
Experience
- 4+ years supporting senior leaders (VP, GM, or C-suite) in a professional services, agency, or corporate environment.
- Proven track record supporting multiple executives simultaneously in a fast-paced environment.
- Experience coordinating complex travel, meetings, and events end-to-end with minimal supervision.
- Familiarity with expense reporting and financial processes, including client-billed tracking.
Judgment and Ownership
- Proven ability to run incomplete instructions to completion using sound judgment, not default escalation.
- Ability to retain and build on context across meetings and time.
- Strong business acumen: connects tactical work to the leader's broader priorities.
- Comfortable making a reasonable call under ambiguity, then communicating the decision.
- Professional discretion with confidential information.
Core Skills
- Strong organizational skills managing multiple leaders, tasks, and deadlines.
- Clear, confident communication with senior leaders and clients.
- Fluency with calendars, scheduling tools, video conferencing, and office technology.
- High attention to detail and reliability under pressure.
The interview process will include a scenario or work-sample exercise testing judgment under ambiguity.
The hiring company is an equal opportunity employer committed to building a diverse and inclusive team.
