Apply on VantageScore’s sitePosition Summary
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to our Head of Marketing. This individual will play a critical role in ensuring the executive’s day-to-day operations run efficiently by managing schedules, coordinating travel, facilitating communication, and handling a variety of administrative and project coordination responsibilities.
The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains the highest level of confidentiality, and anticipates needs before they arise. This role is 5 days in office each week out of our NYC office.
Key Responsibilities
Manage the Head of Marketing’s complex calendar, including scheduling internal and external meetings across multiple time zones.
Coordinate travel, including flights, hotels, ground transportation, and detailed travel itineraries.
Prepare meeting agendas, presentations, briefing materials, and other documents in advance of meetings.
Serve as a liaison between the Head of Marketing and internal teams, executives, vendors, and external partners.
Screen, prioritize, and respond to emails and other communications on behalf of the executive when appropriate .
Coordinate leadership meetings, team offsites, customer meetings, and marketing events.
Track action items and follow up with stakeholders to ensure timely completion of deliverables.
Prepare and process expense reports and reimbursements in a timely manner .
Assist with budget tracking, purchase requests, and vendor coordination as needed.
Organize and maintain electronic files, documents, and records.
Support special projects and strategic initiatives within the Marketing organization.
Coordinate logistics for board meetings, executive presentations, and customer events when required .
Handle confidential information with discretion and professionalism.
Identify opportunities to improve administrative processes and increase operational efficiency.
Qualifications
Bachelor’s degree preferred or equivalent professional experience.
3 + years of experience supporting senior executives, preferably within a marketing, technology, or corporate environment.
Exceptional organizational, time management, and prioritization skills.
Strong written and verbal communication skills .
Ability to manage multiple competing priorities while maintaining accuracy and attention to detail.
High level of professionalism, discretion, and confidentiality.
Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace.
Experience using collaboration tools such as Zoom , Microsoft Teams, and project management platforms is a plus.
Demonstrated ability to work independently and anticipate executive needs.
Preferred Attributes
Positive, service-oriented mindset with excellent interpersonal skills.
Strong problem-solving abilities and resourcefulness.
Ability to remain calm under pressure and adapt to changing priorities.
Highly dependable with a strong sense of ownership and accountability.
Comfortable working with senior leadership and representing the executive professionally.
Experience coordinating executive travel, meetings, and large-scale events is highly desirable.
What Success Looks Like
The Head of Marketing’s schedule, travel, and priorities are managed seamlessly.
Meetings are well organized, productive, and supported with accurate materials.
Administrative processes operate efficiently with minimal oversight.
Stakeholders receive timely communication and follow-up.
The executive can focus on strategic priorities while administrative and logistical needs are handled proactively and professionally.
Compensation The anticipated base salary range for this position is $80,000 – $100,000 annually. Actual compensation will be determined based on experience, skills, and internal equity. This role may also be eligible for discretionary bonus.
Generous Benefits: 401(K) matched up to 7%, Flexible Time Off, 12 Paid Holidays, Medical/Dental/Vision/Wellness benefits, Monthly Team Events, Modern Work/Collaboration Spaces
Equal Employment Opportunity We are an Equal Opportunity Employer. We are committed to fostering an inclusive workplace and do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, veteran status, genetic information, or any other protected characteristic under applicable law.
This role is published by VantageScore on greenhouse. SwiftFit is not the employer and does not accept applications.