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Executive Administrative Assistant, Marketing & Communications
Under the direct supervision of the Chief Marketing & Communications Officer, the Executive Administrative Assistant provides high-level administrative and operational support to the Marketing & Communications function. This role supports the coordination and execution of departmental initiatives by working across multiple internal departments, including Finance, Supply Chain, and Legal, as well as external vendors.
The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The incumbent is expected to exercise sound judgment, maintain confidentiality, and support the efficient operation of department processes and workflows.
- Provide administrative and operational support to Marketing & Communications leadership and team members
- Coordinate with internal departments, including Finance, Supply Chain, and Legal, to support procurement, contract processing, and payment workflows
- Initiate and track purchase orders and invoices; assist with budget tracking and financial documentation as needed
- Serve as a point of contact for external vendors to support quotes, timelines, deliverables, and follow-up communications
- Assist with contract routing and documentation to ensure alignment with organizational policies and procedures
- Support the planning and coordination of meetings, conferences, and departmental events, including logistics and vendor coordination
- Manage executive scheduling, travel arrangements, and related administrative tasks
- Maintain organized records of contracts, invoices, and supporting documentation
- Assist with the coordination and execution of marketing initiatives and special projects as assigned
- Respond to internal and external inquiries, providing information and support in a timely and professional manner
- Identify opportunities to improve administrative and operational processes and support the implementation of improvements
This is not an all-inclusive list of this job’s responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.
Required:
- 5 years of administrative assistance/clerical experience
- Profciency in MS Office
- Strong command of the English language
- Confidentiality, problem-solving, and prioritization skills
- Strong sense of customer service for internal and external customers
- Ability to work independently, utilizing effective time management
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