Senior Executive Assistant, Global Marketing — Hybrid NYC

Prelude Growth; New York (NY); Hybrid; USD 90,000 - 100,000; Full time

Benefits offered by this job

Competitive salary and bonus program

Flexible hybrid work environment

Inclusive culture that welcomes all

Opportunity to grow with a fast‑groom,

Job summary

Sol de Janeiro is seeking an Administrative Assistant to support the Global Marketing & Digital Leadership team. This role is fast-paced, highly visible, requiring discretion, judgment, and polished communication.

You will manage calendars, coordinate meetings across time zones, and support travel, expenses, and events. The ideal candidate brings 5+ years of senior-exec support experience, a Bachelor’s degree, and a proactive, team-first mindset. Hybrid NYC schedule.

Qualifications

• 5+ years of experience supporting senior-level executives in a fast-paced, high-growth environment; luxury beauty, fashion, or consumer brand experience is a plus.
• Bachelor's degree preferred.
• Demonstrated ability to organize, prioritize, and excel under pressure with shifting deadlines.
• Exceptional verbal and written communication skills, with polished professionalism and executive presence.
• Highly proactive, resourceful, and solution-oriented—always thinking two steps ahead.
• Ability to maintain confidentiality and handle sensitive information with absolute discretion.
• Strong relationship-building skills with a positive, team-first mindset.
• Proficiency in Microsoft Office (Excel, PowerPoint), Google Suite, and calendar management tools.
• Comfortable navigating ambiguity and supporting both strategic and tactical needs.
• Must be comfortable working a hybrid schedule (3 days per week in our NYC office).

Responsibilities

• Manage complex calendars for the Global Marketing & Digital Leadership team across multiple time zones; coordinate high-priority meetings, presentations, and reviews.
• Act as gatekeeper and liaison for the Global Marketing & Digital Leadership team, prioritizing requests and meeting flow.
• Prepare, edit, and format documents, presentations, and correspondence with brand alignment.
• Maintain confidentiality and discretion when handling sensitive business, brand, and personnel information.
• Organize and support Marketing & Digital team meetings, leadership offsites, creative reviews, agency partner meetings, and cross-functional events.
• Manage agendas, pre-reads, follow-ups, and action tracking for seamless execution.
• Set up conference rooms for meetings and events with layout, technology, materials, and polished presentation.
• Order, arrange, and provide food and beverages for meetings, coordinating with vendors and dietary needs.
• Create a warm, memorable "Sol experience" for guests and visitors at the office.
• Coordinate domestic and international travel itineraries, agendas, and logistics with Travel Manager.
• Submit and track expense reports; manage invoices, purchase orders, vendors, and budget items with Finance.
• Partner with Creative, Brand, Digital, and Global Marketing teams for planning and project coordination.
• Support onboarding for new Marketing/Digital hires and handle general administrative tasks.
• Manage orders for products and samples, tracking inventory and shipments for the team.
• Build relationships across Marketing, Digital, Creative, HR, Finance, and Executive Leadership for alignment.

Skills

Executive support

Strong communication

Proactive

Discretion

Relationship building

MS Office

Google Suite

Calendar management

Ambiguity handling

Hybrid NYC schedule

Education

Bachelor's degree

Tools

Microsoft Office (Excel, PowerPoint)

Google Suite

Calendar management tools

Job description

Sol de Janeiro is seeking an Administrative Assistant to support the Global Marketing & Digital Leadership team. This role is fast-paced, highly visible, requiring discretion, judgment, and polished communication.

You will manage calendars, coordinate meetings across time zones, and support travel, expenses, and events. The ideal candidate brings 5+ years of senior-exec support experience, a Bachelor’s degree, and a proactive, team-first mindset. Hybrid NYC schedule.