Executive Assistant to Chief Marketing Officer

Job Description

The Executive Assistant to the Chief Marketing Officer will provide high-level administrative support to the CMO, ensuring smooth and efficient operations within the marketing department. The ideal candidate will be highly organized, detail-oriented, and proactive, with the ability to handle multiple tasks and projects in a fast-paced environment. This role requires discretion, professionalism, and strong communication skills to manage the CMO’s schedule, coordinate internal and external communications, and assist with special projects.

Responsibilities:

Administrative Support:
Manage the CMO’s calendar, including scheduling meetings, appointments, and travel arrangements.
Coordinate and prioritize the CMO’s daily activities to ensure efficient use of time.
Prepare, review, and manage correspondence, presentations, and reports on behalf of the CMO.
Handle incoming and outgoing communications, including emails, calls, and messages, ensuring timely responses and follow-ups.
Meeting Coordination:
Organize and coordinate meetings, including team meetings, executive meetings, and external partner meetings.
Prepare agendas, take minutes, and follow up on action items from meetings.
Ensure all materials and information are prepared and distributed in advance of meetings.
Travel and Event Management:
Arrange and manage all aspects of the CMO’s travel, including booking flights, accommodations, transportation, and itineraries.
Assist with planning and organizing marketing events, conferences, and off-site meetings, ensuring all logistical details are handled efficiently.
Project Management:
Assist the CMO in managing special projects, including research, data analysis, and report preparation.
Track and monitor progress on key initiatives, ensuring deadlines are met and objectives are achieved.
Collaborate with other departments and team members to ensure project deliverables are completed on time.
Confidentiality and Discretion:
Handle sensitive and confidential information with the utmost discretion and professionalism.
Ensure that all documents and communications are managed in a secure and confidential manner.
Communication and Liaison:
Act as the primary point of contact between the CMO and internal/external stakeholders.
Facilitate communication between the CMO and the marketing team, ensuring timely dissemination of information.
Represent the CMO in meetings and communications as needed.
Office Management:
Support the general administrative functions of the marketing department, including office supply management, invoice processing, and expense reporting.
Assist in the preparation and management of the marketing department’s budget.
Requirements:

Education:
Bachelor’s degree in Business Administration, Marketing, Communications, or a related field preferred.
Experience:
5+ years of experience as an Executive Assistant or in a similar role, preferably supporting senior executives.
Experience in a marketing or corporate environment is highly desirable.
Skills:
Strong organizational and time management skills, with the ability to manage multiple tasks and prioritize effectively.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
Ability to work independently with minimal supervision and as part of a team.
High level of professionalism, discretion, and confidentiality.
Key Competencies:

Attention to Detail: Meticulous in managing tasks, ensuring accuracy in all work.
Proactive Problem Solving: Ability to anticipate needs and proactively address challenges.
Adaptability: Capable of handling a dynamic work environment with changing priorities.
Interpersonal Skills: Strong ability to build relationships and work effectively with diverse teams and stakeholders.
Efficiency: Ability to work under pressure and meet deadlines with a calm and efficient approach.