Executive Assistant

Overview

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 executives at the VP level.

• 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…