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Executive Assistant to the SVP of Marketing

Executive Assistant to the SVP of Marketing

Requisition ID 
2018-4456
Job Locations 
US-TX-Plano
Department (Portal Searching) 
Marketing
Location : Address 
6800 Bishop Rd
Location : City 
Plano
Location : State/Province 
TX
Location : Postal Code 
75024

More information about this job

Overview

The Executive Assistant to the Senior Vice President of Marketing (EA) provides direct organizational support to the SVP of Marketing and respective Division. He/she ensures appropriate communication is maintained so that the SVP of Marketing has an organized schedule. The EA makes many professional interactions and must maintain high levels of confidentiality. The position requires poise and people skills. 

 

Provide high-level administrative support by preparing statistical reports, project plans, strategy documents for senior leadership briefings, handling information requests, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. He/she typically will have to obtain working knowledge of the SVP Marketing’s duties, to not only effectively schedule meetings but also ensure work flow is productive and objectives are achieved.  Position provides direct support to the SVP of Marketing, and be the lead administrative person on all matters relating to the activities of the SVP of Marketing, and act as the primary liaison between the SVP of Marketing and internal / external contacts. The position will require project work and project management. 

Responsibilities

Division Support

  • Maintains the annual priorities and projects and tracks progress for the Marketing Division.
  • Support Department Vice Presidents and manages communication between other departmental leaders.
  • Maintains the company and Regional Marketing calendars.
  • Coordinates logistics for recurring meetings including; agenda preparation, ensuring required technology is functioning prior to meeting, creating and printing necessary documents, coordinating with Office Services for meeting necessities, arranging for attendee appropriate meals if necessary.
  • Assist in management and execution of Department’s employee recognition initiatives.

Manages Schedule

  • Manages calendar for SVP Marketing and (2) Vice Presidents within the Division. 
  • Develop processes for pre-meeting briefings as well as follow-up routines and track progress for key deliverables derived from meetings.
  • Prepares SVP for daily routines and meetings, and prioritizes calendar needs and communicates these priorities with other department leaders.

Presentation Development

  • Prepares documents and presentation materials for corporate and outside activities including marketing presentations, brochure and advertising copy, Quarterly Reports, meeting minutes, proposals, and other documents as directed.
  • Edit and proofread proposals, correspondence, speeches, and any other materials prepared by staff for accuracy, clarity and proper formatting.

Arranges Travel

  • Builds and manages itineraries for SVP of Marketing and Vice Presidents within the Division, works with Travel department to build travel itineraries for all new Crewmembers during their onboarding and training.  
  • Assists SVP of Marketing with any travel issues that are encountered. May be asked to travel with SVP of Marketing as necessary Tracks Vacation – Tracks Division vacation time off requests and reports to supervisor and Crew Resources Department.

Performs Office Functions

  • Build processes for f filing system and performs routine office functions such as answering phone calls; receiving correspondence; coordinating with other departments. Receive and direct visitors as needed.  

Expense Report and Budget Support

  • Coordinates the development of department budgets and manages throughout the year including monthly reporting and expense tracking.  

Maintains Confidential Information

  • Maintains the confidentiality of sensitive information.

Meeting Assistance

  • Prepares materials for meetings or presentations that the SVP of Marketing will lead.
  • May attend some meetings to record, transcribe and distribute minutes of meeting.

Process Invoices

  • Process, prepare, and track invoices and purchase orders for approval. 
  • Coordinates end of period accounting process across the Division. 

Project Management

  • Follows through to completion with delegated assignments while managing multiple projects that are completed within realistic deadlines.

Qualifications

  • The intellectual and physical demands described below are representative of what must be met by a crewmember to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Ability to multi-task
  • Ability to prioritize tasks
  • Has excellent interpersonal and communication skills
  • Ability to handle highly-confidential information
  • Attention to detail and accuracy
  • Has excellent organizational and planning skills
  • Flexibility to handle other duties as assigned

 

Additional Qualifications

  • Associate’s Degree required, or equivalent experience
  • At least five  years of executive assistant experience supporting a senior business leader in a midsize to large organization is required
  • Extensive knowledge and the ability to develop office administrative practices and procedures
  • Advanced knowledge in a variety of applications, including  Microsoft Office (Word, Excel, Outlook, Power Point, One Note)
  • Proven ability to derive, synthesize and apply strong business acumen when making assessment, judgements and decisions as it relates to the Marketing Department

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