Executive Assistant II

This Executive Assistant II role provides high-level administrative support to the Vice President of International Marketing within a major global streaming and entertainment organization. The position focuses on complex calendar management, international travel coordination, email and communication triage, and end-to-end administrative support in a fast-paced, high-volume environment. The Executive Assistant manages multiple competing priorities with minimal guidance, ensures timely execution of deliverables, and serves as a trusted proxy for the Vice President when appropriate.

This is a highly visible role that offers direct interaction with leaders, exposure to global marketing operations, and an opportunity to build experience supporting at the VP level within a leading technology and entertainment company.

Responsibilities

+ Provide comprehensive administrative support to the Vice President of International Marketing while the primary Executive Assistant is on leave, ensuring continuity of operations for a large, globally distributed marketing organization.

+ Review and manage the Vice President's calendar daily, proactively identifying and resolving scheduling conflicts and ensuring optimal use of time.

+ Schedule meetings across multiple global time zones, including EMEA and APAC, taking into account regional working hours and stakeholder availability.

+ Prepare daily briefings for the Vice President, including meeting agendas, attendee context, and pre-read materials to ensure the VP is fully prepared for all engagements.

+ Monitor the calendar for last-minute changes, adjust schedules accordingly, and communicate updates promptly to internal and external stakeholders.

+ Monitor incoming email and other communications, triage messages, and flag high-priority items that require urgent attention from the Vice President.

+ Draft and send responses on behalf of the Vice President when appropriate, maintaining the correct tone, context, and level of detail.

+ Route requests and inquiries to the appropriate team members or departments, ensuring timely follow-up and clear ownership of action items.

+ Track outstanding action items arising from emails and meetings, document them clearly, and follow up to ensure completion within agreed timelines.

+ Process expense reports accurately and within five business days of travel, adhering to internal policies and documentation requirements.

+ Order office supplies and other necessary materials as needed, ensuring the Vice President and team have the resources required to operate effectively.

+ Maintain and update distribution lists and organizational charts, keeping team structures and contact information current and accurate.

+ Book domestic and international travel for the Vice President, including flights, hotels, and ground transportation, in line with preferences and corporate guidelines.

+ Create detailed travel itineraries that include confirmation numbers, logistics, and contingency details to support smooth and efficient travel.

+ Coordinate visa and passport requirements for international travel, ensuring all documentation is in place ahead of departure.

+ Reconcile travel expenses after each trip, confirming accuracy and submitting required documentation in a timely manner.

+ Compile pre-read materials, presentations, and agendas for leadership and cross-functional meetings, ensuring all participants receive necessary information in advance.

+ Document meeting action items and decisions, track deliverables, and follow up with responsible stakeholders to ensure timely completion.

+ Coordinate with other Executive Assistants to schedule cross-functional meetings, align on priorities, and support broader organizational initiatives.

+ Support planning and execution of team events, off-sites, and organization-wide meetings, including logistics, scheduling, and coordination with venues or virtual platforms.

+ Assist with onboarding logistics for new team members, including access setup, introductory meetings, and distribution of onboarding materials.

+ Coordinate with vendors and external partners as needed for events, meetings, or special projects, ensuring smooth communication and execution.

+ Operate with a high level of discretion and professionalism when handling confidential and sensitive information related to employees, projects, and strategic initiatives.

+ Manage multiple tasks and projects simultaneously with minimal guidance, making smart and timely decisions and adjusting priorities as circumstances change.

+ React with appropriate urgency to situations that require quick response or turnaround, escalating critical or ambiguous issues when necessary.

+ Maintain a running log of decisions made, issues encountered, and open items during the assignment to support transparency and continuity.

+ Participate in a structured workflow and handover process, including onboarding and shadowing, independent execution with periodic check-ins, and a thorough transition back to the…