Executive Assistant, VP of Internal Relations, Chief Marketing and Communications Officer (CMCO[...]

While professional experience and qualifications are key for this role, make sure to check you have the preferable soft skills before applying if required.

Location : San Francisco, CA Category : Staff Positions Posted On : Tue Oct 22 2024 Job Description :

Position Overview :

The Executive Assistant to the Vice President of Internal Relations and Chief Marketing and Communications Officer (CMCO) provides essential administrative support to the VP / CMCO and the Marketing department.

This role focuses on scheduling, agenda preparation, maintaining meeting minutes, and ensuring smooth communication and efficient operations within the department.

The Executive Assistant plays a key role in supporting both the VP / CMCO and the overall functionality of the Marketing department, collaborating closely with the Chief of Staff for Marketing and Communications during the VP / CMCO's absence.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide high-level administrative support to the VP / CMCO, including calendar management, travel arrangements, and coordination of meetings.
• Schedule and organize meetings for the Marketing department, ensuring appropriate stakeholders are included and handling logistics.
• Create, distribute, and manage meeting agendas; maintain accurate meeting minutes for departmental and leadership meetings.
• Handle confidential information with a high degree of discretion and professionalism.
• Serve as the primary point of contact for the VP / CMCO's office, managing communications and acting as a liaison between departments and external partners.
• Coordinate closely with the Marketing team to ensure meetings and communications align with the department's strategic goals.
• Collaborate with the Chief of Staff for Marketing and Communications to support departmental functions in the absence of the VP / CMCO.
• Assist in managing the smooth operations of the Office of Strategic Communications and Relations, including office organization, technology needs, and supply management.
• Ensure all administrative processes are streamlined and efficient, contributing to the overall productivity of the department.
• Engage with internal and external stakeholders on behalf of the VP / CMCO, maintaining strong communication channels across departments and external partners.
• Facilitate communication and collaboration within the Marketing team to ensure smooth and timely workflow.
• Maintain accurate and organized records of meeting minutes, agendas, and departmental communications.
• Track and follow up on action items from meetings, ensuring timely completion and accountability.
• Assist in preparing reports and presentations as needed by the VP / CMCO.
• Monitor expenditures and maintain accurate expense records for the VP / CMCO; reconcile and submit monthly expense reports to identify and resolve any discrepancies.
• Manage phone calls, emails, meeting requests, visitors, and incoming / outgoing mail for the VP / CMCO with discretion and tact.
• Perform other duties as assigned to support the department and executive leadership.

Job Requirements :

MINIMUM QUALIFICATIONS

• Bachelor's degree in Business Administration, Communications, Marketing, or a related field preferred, or equivalent professional experience.
• 5+ years of experience in executive-level administrative support, preferably in a communications or marketing environment.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace. Experience with digital communication and scheduling platforms (e.

g., Zoom, Teams, Outlook) is preferred.

• Ability to work independently and manage time effectively in a fast-paced environment.
• Experience handling sensitive information with a high level of confidentiality.

Key Competencies :

• Proactive problem-solving skills with the ability to anticipate needs and manage priorities.
• Strong interpersonal skills, capable of fostering relationships with colleagues and external partners.
• Collaborative and team-oriented approach to ensure the smooth functionality of the office.
• Commitment to the mission and values of CIIS, including cultural diversity, equity, and inclusion.

LOCATION

HYBRID, FLEX

Additional Information :

WAGES AND BENEFITS

$75,000 to $87,000 annually. Includes a competitive benefits package.

NOTES TO CANDIDATE

Working Conditions -This is a full-time hybrid position with flexibility for remote work based on departmental needs. Some evening or weekend work may be required for high-priority meetings or urgent projects.

Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.

Background Check - Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background / criminal check, if extended an offer for employment.

You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.

• Visa Sponsorship - Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
• Relocation Assistance - This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

CIIS strives to cultivate and preserve a culture of inclusion and belonging as part of its Seven Commitments. More than accept difference, we honor and celebrate our staff's diversity of experiences, perspectives, and identities.

Together, our community creates and maintains working and learning environments that are inclusive, equitable, accessible, and welcoming.

CIIS is proud to be an equal opportunity employer. We are committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition.

We seek to increase the presence, representation, and inclusion of U.S. historically under-represented people of color, international, bilingual, and bicultural students, faculty, and staff;

and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI+).

CIIS is committed to compliance with all fair employment practices regarding citizenship and immigration status.

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