Executive Assistant, Marketing Org

Jobtailor; Massachusetts; On-site; USD 85,000 - 130,000; Full time

Job summary

Jobtailor is seeking an Executive Assistant to provide high-touch, proactive support to 3–4 Marketing Vice Presidents. You will manage calendars across time zones, coordinate travel, and handle sensitive communications while protecting executive focus time.

Responsibilities include planning All Team meetings and offsites, coordinating leadership events, and ensuring smooth run-of-show execution for high-visibility programs.

Qualifications

• Minimum 3+ years in executive support or senior administrative roles.
• Direct support for VP/SVP/C-suite leaders in fast-paced environments.
• Experience supporting multiple senior leaders concurrently.

Responsibilities

• Provide high-touch, proactive support to 3–4+ Marketing VPs.
• Manage complex, high-volume calendars, travel, and meeting requests.
• Prioritize requests, resolve conflicts, protect focus time, prep leaders for engagements.
• Coordinate executive coverage with Chief of Staff and assistants.
• Plan All Team meetings, AMAs, leadership meetings, planning sessions, and offsites.
• Own agendas, logistics, speakers, content, and run-of-show execution.
• Process expenses, POs, invoices, and administrative financial workflows.
• Handle confidential information with discretion and judgment.
• Improve admin processes and team communications across Marketing.
• Represent Marketing leadership to employees, customers, partners, and external contacts.

Skills

Executive Support Experience

Calendar Management

Meeting Coordination

Discretion and Judgment

Google Workspace Proficiency

Tools

Google Workspace

AI Tools

Job description

• Provide high-touch, proactive support to 3–4+ Marketing Vice Presidents
• Manage complex, high-volume calendars, travel, and incoming and outgoing meeting requests
• Prioritize requests, resolve scheduling conflicts, protect executive focus time, and prepare leaders for high-impact engagements
• Partner with the Chief of Staff to the CMO and two Marketing Executive Assistants to coordinate executive coverage and align team priorities
• Plan and execute All Team meetings, AMAs, leadership meetings, planning sessions, and team offsites
• Own agendas, coordinate logistics, manage speakers, collect content, and support run-of-show execution
• Process expense reports, open and manage purchase orders, and support administrative workflows
• Handle sensitive information, executive communications, and high-priority requests with discretion and judgment
• Improve administrative processes, team communications, meeting rhythms, and operating practices across Marketing
• Represent Marketing leadership and create a seamless experience for employees, customers, partners, and external contacts

Requirements

• Must have at least 3+ years of experience as an Executive Assistant, senior administrative support, or equivalent coordination experience
• Direct support experience for VP, SVP, or C-suite-level leaders in a fast-paced, high-growth, or complex organization
• Experience supporting multiple senior leaders simultaneously, ideally a portfolio of 3–4+ VP-level executives
• Experience managing multiple time zones, competing priorities, complex calendars, travel, and high-stakes meetings
• Demonstrated success managing complex, high-volume calendars, frequent travel, executive meeting preparation, and competing stakeholder needs
• Ability to proactively prioritize requests, anticipate scheduling conflicts, protect executive focus time, and exercise sound independent judgment
• Experience working collaboratively within an Executive Assistant team
• Experience coordinating leadership meetings, All Team meetings, offsites, customer events, and high-visibility virtual, hybrid, and in-person programs
• Exceptional discretion handling confidential organizational, people, financial, and business information
• Experience processing expenses, purchase orders, invoices, vendor payments, and administrative financial workflows
• Exceptional written and verbal communication skills
• Ability to work independently, anticipate needs, solve problems proactively, and operate with minimal direction
• Comfort with ambiguity and shifting priorities
• Proficiency in Google Workspace and comfort learning and navigating evolving AI tools and technologies
• Flexibility to support occasional needs outside core business hours and travel periodically for in-person team events and/or offsites
• Commitment to fostering a collaborative, inclusive, and people-first employee experience
• Ideally based in the Boston area; East Coast-based candidates will also be considered

Core Competencies

Demonstrates expertise in managing complex calendars, coordinating high-stakes meetings, and providing proactive support to senior executives. Exhibits strong communication skills and discretion in handling sensitive information while fostering a collaborative team environment.

Highest-signal resume keywords

• Executive Support Experience
• Calendar Management
• Meeting Coordination
• Discretion and Judgment
• Google Workspace Proficiency

Hard Skills

• Calendar Management
• Expense Processing
• Travel Coordination
• Meeting Preparation
• Administrative Workflows

Soft Skills

• Proactive Problem Solving
• Exceptional Communication
• Collaboration
• Flexibility
• Discretion

Industry Keywords

• Executive Assistant
• High-Volume Calendars
• C-Suite Support
• High-Impact Engagements
• Team Offsites

Tools & Technologies

• Google Workspace
• AI Tools and Technologies