Executive Assistant II

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 senior 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 returning Executive…