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.

Essential Skills

+ 6+ years of experience supporting management, including Vice Presidents, CEOs, or equivalent executive-level leaders.

+ Proven experience with executive-level calendar management, including complex, high-volume scheduling and conflict resolution across multiple time zones.

+ Experience coordinating domestic and international travel, including flights, hotels, ground transportation, and travel documentation such as visas and passports.

+ Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and the ability to use these tools for calendar management, documentation, and presentations.

+ Experience managing confidential and sensitive employee or business information, with strict adherence to confidentiality standards and protocols.

+ Demonstrated ability to manage multiple, competing priorities simultaneously in a fast-paced environment, while maintaining accuracy and attention to detail.

+ Impeccable attention to detail, with the ability to complete a high volume of tasks and projects with little to no guidance.

+ Ability to make smart, timely decisions and to react with appropriate levels of urgency to situations requiring quick response or turnaround.

+ Exceptional verbal and written communication skills, including the ability to draft professional correspondence and communicate effectively with stakeholders.

+ Ability to switch gears quickly and adapt to changing priorities, schedules, and expectations.

+ High levels of integrity and discretion when handling confidential information and interacting with professionals inside and outside the organization.

+ High degree of professionalism, including polished communication, strong judgment, and a service-oriented mindset when supporting executives and stakeholders.

+ At least two years of college education required.

Additional

Skills & Qualifications

+ Ideally 5+ years of experience in executive support, with flexibility to consider slightly less for strong candidates.

+ Bachelor's degree preferred.

+ Experience providing VP and/or C-suite level support within large, complex organizations.

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