Executive Administrative Assistant

Marco's Pizza (Marco's Franchising, LLC); Toledo (OH); On-site; USD 55,000 - 75,000; Full time

Job summary

Marco's Pizza seeks an Executive Assistant - Marketing & Administration to provide high-level administrative support to the Marketing team and Director of Administration. The role partners with Marketing leadership to keep priorities and communications organized and on track.

The ideal candidate is highly organized, proactive, and discreet, thriving in a fast-paced, collaborative environment while supporting events, meetings, and department communications.

Qualifications

• 4–6 years of relevant administrative, executive support, marketing support, or related professional experience.
• Experience supporting senior leaders and/or working within a fast-paced, cross-functional environment preferred.
• Associate degree required; bachelor’s degree preferred.

Responsibilities

• Manage sensitive and confidential information with professionalism and integrity.
• Maintain complex executive calendars and coordinate meetings.
• Coordinate department meetings, agendas, materials, and follow-up communications.
• Prepare, edit, and distribute presentations, reports, and other business documents.
• Coordinate domestic travel arrangements and related logistics.
• Prepare and submit expense reports.
• Screen and prioritize calls, emails, and requests.
• Support internal Marketing communications and initiatives.

Skills

Calendar management

Communication

Project coordination

Microsoft Office

Travel arrangements

Executive support

Discretion

Education

Associate degree

Bachelor’s degree preferred

Tools

Microsoft Outlook

PowerPoint

Excel

Teams

Job description

The Executive Assistant - Marketing & Administration provides high-level administrative and operational support to the Marketing team, while also providing additional support to the Director of Administration as needed. This role serves as a key partner to the Marketing team, helping keep priorities, communications, meetings, projects, and department initiatives organized and moving forward.

The ideal candidate is highly organized, proactive, resourceful, and detail-oriented, with the ability to anticipate needs, manage competing priorities, and operate with a high level of professionalism and discretion. This position requires someone who is comfortable working in a fast-paced environment, collaborating across teams, and supporting a variety of projects, meetings, events, and communications.

Essential Duties & Responsibilities

• Manage sensitive and confidential information with the highest level of professionalism, discretion, and integrity.
• Maintain complex executive calendars, coordinate meetings, and proactively resolve scheduling conflicts.
• Coordinate virtual and in-person department meetings, including scheduling, logistics, agendas, materials, and follow-up communications.
• Manage departmental presentation decks, including creating templates, consolidating content, maintaining consistent formatting, and coordinating submission deadlines with presenters.
• Prepare, edit, and distribute presentations, reports, agendas, spreadsheets, correspondence, and other business documents.
• Coordinate domestic travel arrangements, including transportation, lodging, itineraries, and related logistics.
• Prepare and submit accurate and timely expense reports.
• Screen and prioritize incoming calls, emails, messages, and requests, responding or routing communications appropriately.
• Support internal Marketing communications and initiatives, including newsletters, eNews, the Marketing Advisory Council (MAC), Franchisee Convention, and other department communications and events.
• Assist with the planning, coordination, and execution of department meetings, conferences, conventions, roadshows, and special events.
• Partner closely with Marketing leadership and cross-functional teams to coordinate projects, priorities, and administrative needs.
• Attend virtual and in-person department meetings, capture notes and key takeaways as needed, track action items, and support follow-through.
• Anticipate administrative and operational needs and proactively identify solutions to help the department operate efficiently.
• Perform additional duties and responsibilities as assigned based on business needs.

The essential duties and responsibilities described above are not intended to be a comprehensive list. Additional responsibilities may be assigned, and the scope of the position may evolve based on business needs.

Education & Experience

• Associate degree required; bachelor’s degree preferred.
• 4-6 years of relevant administrative, executive support, marketing support, or related professional experience.
• Experience supporting senior leaders and/or working within a fast-paced, cross-functional environment preferred.

Knowledge, Skills & Abilities

• Exceptional organizational and time-management skills with the ability to effectively prioritize competing demands and meet deadlines.
• Ability to thrive in a fast-paced, dynamic environment while maintaining accuracy and strong attention to detail.
• Proactive, solution-oriented approach with the ability to anticipate needs and take initiative.
• Demonstrated ability to manage multiple projects, complex calendars, and shifting priorities with minimal supervision.
• Excellent written and verbal communication skills.
• Ability to communicate professionally and confidently with executives, cross-functional teams, franchisees, vendors, and external partners.
• High level of professionalism, discretion, judgment, and integrity when handling confidential or sensitive information.
• Strong critical-thinking and problem-solving skills with the ability to make sound decisions.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong presentation and document-development skills, including the ability to create and edit professional presentations, reports, spreadsheets, and other business materials.
• Experience coordinating meetings, travel, events, and logistics.
• Highly resourceful and self-motivated, with the ability to work independently while collaborating effectively as part of a team.
• Strong customer-service mindset and commitment to providing high-quality support to leaders and internal stakeholders.
• Adaptable and flexible, with the ability to respond effectively to changing business priorities.
• Ability to provide occasional support outside of normal business hours based on business or event needs.

Experience

Required

• 4-6 years of relevant administrative, executive support, marketing support, or related professional experience.

Education

Preferred

• Associates or better.

Behaviors

Required

• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.