Executive Assistant to SVP, Global Marketing

Position: Executive Assistant to the SVP, Global Marketing
Virtuoso is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with more than 20,000 travel advisors in 54 countries throughout North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East. Drawing upon its preferred relationships with more than 2,300 of the world's best hotels and resorts, cruise lines, airlines, tour companies and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences and privileged access.

Normalized annual sales of (U.S.) $28-$32 billion make Virtuoso a powerhouse in the luxury travel industry. For more information, visit

The Executive Assistant provides executive-level support to the SVP of Global Marketing and serves as a critical operational and interpersonal partner to help ensure the SVP's time, priorities, and communications run smoothly and efficiently. This role requires exceptional organization, mature judgment, and the ability to manage key responsibilities and coordination across multiple teams.

The ideal candidate is dependable, proactive, calm, and professional, able to anticipate needs, coordinate complex tasks, and adapt quickly to evolving priorities. They bring a steady, positive presence, maintain discretion and confidentiality, and represent the SVP and Marketing team with tact and diplomacy. This person thrives in a support-focused role, enjoys enabling others' success, and keeps processes, meetings, and commitments running seamlessly in a fast-paced environment.

The position interacts regularly with a wide variety of staff, Members, Preferred Partners, and external vendors. It requires someone who is people-centered, process-minded, and confident in managing high-level coordination.

Essential duties and responsibilities include the following. Other duties may be assigned.

* Executive Support & Administration

* Maintain and manage the SVP's schedule, including complex calendar coordination, logistical arrangements, and adjustments to rapidly evolving priorities.

* Review email correspondence sent to the SVP and respond or escalate as directed; monitor email while SVP is traveling, summarizing priorities, ensuring timely follow-up.

* Assist with meeting preparation, including synthesizing communications into summaries, preparing briefings, developing presentations, and organizing content across teams.

* Help manage the SVP's tasks and ongoing projects to support prioritization and ensure timely completion.

* Track monthly credit card statements and ensure accurate, timely expense report filing for the SVP.

* Manage PTO and expense approvals in accordance with SVP direction and established guidelines.

* Meeting & Event Coordination

* Coordinate department meetings, committee meetings, cross-departmental meetings, business presentations, and client events.

* Support the SVP and Marketing department during major Virtuoso events such as Virtuoso Travel Week.

* Manage meeting logistics, maintain meeting notes, distribute follow-ups, and track progress to ensure commitments are completed.

* Presentation, Reporting & Workflow Management

* Act as a key point person in creating presentations used in meetings and events; collaborate across Global Marketing and other divisions to gather content.

* Support the gathering, consolidation, and maintenance of reference documents, status reports, data, insights, tools, and guidelines used by the department.

* Manage the department Playbook and consolidated project/status report to ensure cross-team visibility and provide operational clarity for the SVP.

* Utilize Virtuoso systems to pull and summarize various planning and performance reports.

* Assist with planning and coordinating internal team events and conference calls; maintain department files and handle administrative tasks such as mailings and shipments.

* Professional Representation & Relationship Management

* Interact daily with internal staff, Members, Preferred Partners, and vendors with warmth, professionalism, and appropriate firmness.

* Represent the SVP and Global Marketing team with discretion, poise, and sound judgment-especially when handling confidential or sensitive information.

* Ensure consistent and efficient communication and coordination across the organization.

* Maintain a calendar of departmental anniversaries, birthdays, and key milestones for personal recognition.

* Attend events and meetings as needed.

Educational and Skills Requirements:

* Bachelor's degree in English, Journalism, Technical Writing, Communications, or related field highly desired

* 6-8 years of advanced administrative support experience for senior or C-level executives, or equivalent project management experience

* Exceptional organizational skills, including expert-level calendar, inbox, and workflow management, with strong follow-through and the ability to ensure nothing falls through the cracks

* Excellent…