Executive Administrative Assistant

Job Description

Job Summary:

The Executive Assistant will provide executive-level support to the Chief Marketing Officer (CMO). They will oversee and manage the flow and exchange of information, streamline interactions and facilitate initiatives on behalf of the CMO. This will include being the primary contact for internal and external communications and inquiries, relating to instructions, meeting arrangements, policies and procedures or other questions. Project management and coordination will include research, organization of efforts between various departments & entities, assimilation of data for appropriate written and verbal communication or presentations. The position is responsible for confidential and time sensitive information and materials:

• Provides a full range of administrative services and project management support to the Chief Marketing Office
• Maintain an accurate and detailed calendar for the CMO, manage and log high-volume of incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
• Prioritize the CMO’s tasks and projects daily, monitor emails, documents, or materials requiring input and/or approval
• Screen communications to the CMO, with a particular focus on email management
• Draft internal and external communications and correspondence on behalf of CMO. Manage communications plan and activities for both internal partners and external clients/agencies/partners
• Oversee the creation of briefing documents, including conducting research, crafting talking points, script writing, event briefings, research and media briefings for the CMO with input across teams as required
• Organize internal and external meetings for the CMO, including notifying attendees, reserving conference rooms, handling logistics, drafting and distributing agendas, and taking minutes/meeting notes
• Project manage activities within the marketing team employee engagement strategy, including organizing meetings and team events
• Collaborate with other administrative assistants to successfully coordinate schedules across teams
• Manage all travel arrangements and reservations for CMO
• Track and reconcile monthly credit card statements in a timely manner; Monitor and maintain budget records, reconcile accounts, and track invoices. Follow-up and reconcile accounting discrepancies
• Prepare and manage marketing department reports, defining and evaluating problems and recommending solutions
• Develop filing or other organizational systems and monitor to for efficiencies.
• Provide special project support to the CMO, liaising with the designated project management team as required
• Perform any other relevant duties as assigned

Required Skills, Knowledge and Abilities:

• Degree, minimum of five (5) years’ related experience, or equivalent combination of education and experience
• Prior experience providing support to broad levels of the organization, from executives to new hires
• Evidence of experience handling confidential and proprietary information
• Demonstrated planning and prioritization skills with the ability to manage multiple priorities
• Presents a professional degree of communication skills in person, on phone, by e-mail and letter
• Evidence of ability to handle variety of situations or issues using discretion and judgment
• Demonstrated high level of research, analytical and problem-solving skills
• Evidence of computer proficiency with advanced skills in Microsoft Word, Excel and PowerPoint
• Demonstrated initiative and motivation with a self-starting attitude and willingness to take on additional challenges

Ilitch Sports + Entertainment