Administrative Assistant (Executive Support)

GMR Marketing; New Berlin (WI); Hybrid; USD 50,000 - 60,000; Full time

Job summary

GMR Marketing, based in New Berlin, WI, is seeking an Administrative Assistant (Executive Support) to provide high-level support to agency leaders and senior executives.

You will manage calendars, coordinate travel, handle administrative operations, and ensure smooth day-to-day work while partnering with executives in a hybrid, one-day-per-week onsite role.

Qualifications

• Serve as a trusted partner to executives by anticipating needs and prioritizing scheduling.
• Coordinate complex calendars and travel plans with an eye for detail.
• Support administrative processes, budgeting, and document routing.
• Build strong relationships with executives and cross-functional teams.
• Plan and support meetings and events, including on-site assistance.
• Utilize Microsoft Office and other business systems to support operations.
• Demonstrate ownership, sound judgment, and adaptability in a fast-paced environment.

Responsibilities

• Manage complex calendars and coordinate travel for executives.
• Support key administrative processes and maintain organizational charts.
• Serve as a reliable point of contact for leaders and stakeholders.
• Plan and execute meetings and events with on-site support.
• Collaborate with facilities to ensure seamless events.
• Protect confidential information with discretion and professionalism.

Skills

Executive Support & Partnership

Calendar & Travel Management

Administrative Operations

Relationship Management

Meeting & Event Coordination

Technology & Business Operations

Ownership, Judgment & Adaptability

Job description

GMR is looking for a highly organized and proactive Administrative Assistant (Executive Support) to join our team and provide high-level support to agency leaders and senior executives. Reporting to the Executive Administrative Lead, this role is a trusted partner to leadership, responsible for keeping day-to-day operations running smoothly while helping executives stay organized, focused, and prepared.

In this role, you'll manage complex calendars, coordinate travel and meetings, support key administrative processes, and build strong relationships with executives and stakeholders across the organization. You'll serve as a reliable point of contact for the leaders you support, anticipating needs, navigating competing priorities, and ensuring work moves forward efficiently. Success in this position requires strong organizational skills, sound judgment, discretion, and the ability to build trust and credibility in a fast-paced, ever-changing environment.

You'll thrive in this role if you're resourceful, adaptable, and enjoy balancing multiple priorities while building strong relationships with senior leaders and teams across the organization. If you're someone who takes ownership, anticipates what others need, enjoys solving problems, and takes pride in being a trusted partner to the leaders you support, we'd love to hear from you.

This is a flexible hybrid role, with approximately one day per week in our New Berlin, WI headquarters.

ABOUT GMR MARKETING

We are the Experience Agency Making Unforgettable Stories Born of Humanity

NOT JUST EXPERIENTIAL. EXPERIENCE.

The lines have blurred. People live in the physical, digital, and social worlds all at once, and your brand experiences should do the same.

NOT JUST TELLING. MAKING.

The best stories are lived, not heard. Make an immersive world for people to explore so they can experience something they’ll never forget.

NOT JUST CONSUMERS. HUMANS.

It all starts with the human. If you want to make a lasting impact, look beyond the wallet to understand what motivates and inspires people.

REQUIRED SKILLS

• Executive Support & Partnership. Serve as a trusted partner to executives by anticipating needs, managing complex calendars, and helping prioritize competing business demands. Build strong relationships with the leaders you support by understanding their communication styles, work preferences, and organizational priorities. Bring a high level of professionalism, executive presence, sound judgment, and discretion when handling confidential information. Prior experience supporting senior leaders or executives is strongly preferred.
• Calendar & Travel Management. Coordinate domestic and international travel while proactively managing scheduling conflicts, itinerary changes, and travel disruptions. Balance multiple priorities to ensure executives are prepared and supported while maximizing efficiency.
• Administrative Operations. Manage a wide range of operational responsibilities, including purchase orders, supplier setup, budget and legal document routing, organizational charts, presentation preparation, internal approvals, and other administrative processes. Maintain accuracy and strong attention to detail across multiple priorities.
• Relationship Management. Build trusted, collaborative relationships with executives, senior leaders, and cross-functional teams. Serve as a thoughtful and reliable partner who understands how to work effectively with different personalities, communication styles, and leadership preferences. Communicate with confidence and professionalism at all levels, fostering trust and delivering a high level of service.
• Meeting & Event Coordination. Plan and execute meetings and events by coordinating schedules, agendas, presentation materials, room logistics, catering, and follow-up actions. Provide on-site support for meetings, company events, and executive visits while partnering with facilities to ensure seamless execution.
• Technology & Business Operations. Demonstrate advanced proficiency with Microsoft Office and other business systems used for travel, expense reporting, presentations, databases, and administrative operations. Quickly learn new tools and technologies to support evolving business needs.
• Ownership, Judgment & Adaptability. Take ownership of responsibilities by anticipating needs, identifying potential challenges, and proactively finding solutions. Exercise sound judgment when navigating sensitive situations, shifting priorities, and competing demands. Build credibility through consistent follow-through and a willingness to step in and help wherever needed. Adapt quickly in a fast-paced environment and maintain flexibility to occasionally work outside of standard business hours.

The annual range for this role varies between $50,000 - $60,000 annually and may vary depending on the candidate’s experience. Benefits for this role include health/vision/dental insurance, 401k, employee stock purchase plan, vacation, personal days and paid holiday time. You are also eligible to participate in disability, life insurance, FSA/HSA plans subject to the terms and conditions of such benefit plans.

IMPACT & INCLUSION

Our workplace is for ALL. We foster a culture where every background and perspective is valued so we can create meaningful memories that resonate with everyone. We aim to cultivate belonging by meeting people where they are, removing obstacles, and building on their strengths to unlock their fullest contributions. We are committed to recognizing, nurturing, and unleashing the potential in every individual on our team. Together, we're creating something powerful with purpose and impact.