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 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.
• Experience working within global or…