Administrative Assistant

Administrative Assistant (Contract)

Join to apply for the Administrative Assistant (Contract) role s position offers an exceptional opportunity to provide high-level administrative support to two senior directors within a dynamic marketing technology team. The successful candidate will serve as a strategic partner in managing complex schedules, coordinating team operations, and ensuring seamless execution of business priorities. This role requires a proactive professional who thrives in fast-paced environments and demonstrates exceptional organizational skills, sound judgment, and the ability to navigate ambiguity with confidence.

The position demands someone who can balance multiple priorities while maintaining meticulous attention to detail and fostering collaborative relationships across the organization. As a trusted advisor and operational backbone for senior leadership, this individual will play a critical role in enabling executive effectiveness and supporting a growing team through strategic calendar management, event coordination, and cross-functional collaboration.

• Provide strategic calendar and time management support for two senior directors, aligning schedules based on their preferences, operating styles, and business priorities.
• Coordinate meeting logistics including room bookings, event management, and distribution of agendas, briefings, and pre-reads to ensure participants are well-prepared.
• Proactively manage scheduling conflicts using sound judgment and business context, delegating attendance when appropriate and keeping leaders informed of changes.
• Collaborate closely with Chiefs of Staff, Business Managers, and HR to support decision-making and cascade critical information across teams.
• Serve as a key liaison between executives and their teams, gathering insights from business managers, finance partners, and peers to prepare stakeholders for effective information sharing.
• Communicate with external partners and third parties, representing leadership with professionalism and clarity.
• Take on a leadership role within the Business Support discipline by actively engaging in the community and mentoring less experienced colleagues.
• Onboard and train new team members, contribute to a positive and collaborative team culture, and participate in career development opportunities.
• Facilitate engagement activities and support recruitment efforts in collaboration with the Talent Acquisition team.
• Coordinate both internal and external hiring processes, partnering with hiring managers and managing essential setup tasks such as ordering equipment and establishing distribution lists.
• Serve as a primary point of contact for new employees, vendors, and interns, ensuring they are connected with the right stakeholders and have access to necessary resources.
• Oversee headcount management activities including transfers, departures, reporting, and off‑boarding in partnership with Business Managers and Chiefs of Staff.
• Take ownership of event planning and execution, managing logistics and direction from start to finish including developing work‑back schedules and setting checkpoints.
• Serve as the primary point of contact for event‑related updates and changes, resolving preparatory issues and escalating to senior Business Support staff when needed.
• Lead event close‑out processes by tracking attendance, distributing post‑event materials, and identifying lessons learned.
• Manage multiple projects from initiation to completion, each with distinct timelines and deliverables, while maintaining high standards of execution.
• Identify organizational impacts and risks, ensuring these are communicated effectively to relevant partners and stakeholders.
• Continuously improve and streamline processes, adapting as needed to meet evolving business needs.
• Demonstrate a strong understanding of the rhythm of business and contribute to its implementation in alignment with established organizational patterns.
• Execute meeting schedules that reflect leadership rhythm of business and apply discretion in managing the distribution of confidential communications.
• Manage comprehensive travel arrangements including…