Job Details

Administrative Assistant – Digital Marketing

hybrid on-site presence three days a week (Tuesday- Thursday in SF and Palo Alto).

We are seeking an experienced administrative Assistant to provide operational and administrative support to the Senior Director, Digital Marketing, as well as coordination support for the teams reporting to this function.This role combinesadministrative support with strong organizational and communication skills, ensuring seamless operations and alignment across key marketing and cross-functional priorities.

The ideal candidateis proactive, highly organized, and detail-oriented, with exceptional communication and relationship-building abilities. They will managecomplex calendars, meetings, event planning, budget,communications, and deliverables, while coordinating initiatives that enhance team effectiveness, support strategic priorities, and drive overall business performance.

Responsibilities:

• Manage the SeniorDirector's calendar by prioritizing meetings, resolving conflicts, and ensuring alignment with strategic priorities
• Manage team calendars and meeting requeststo support overallscheduling needs
• Coordinate travel, prepare detailed itineraries, and manage expensereporting through Concur
• Prepare, proofread, and edit materials, presentations, and reportsfor the Senior Director
• Manage and assistwith event planning, meetings, and all key meetingswithin the Digital Marketing function to ensure seamless execution and alignment
• Track decisions, deliverables, and follow-ups to ensure accountability and timely execution
• Provide onboarding supportfor new vendorsand agencies, ensuringthey have the required access, documentation, and enablement materials
• Manage contracts, SOW submissions, vendor onboarding, route agreements for review and approval in partnership with Legal and Finance
• Track and manage event budgets, ensuring financial accuracyand reporting transparency
• Partner with other administrative staff to maintain consistency, alignment, and coverage across departments
• Handle confidential information with professionalism, discretion, and sound judgment.

Required:

• Bachelor's degree preferred
• 3 or 5+ years of experience as an administrative Assistant
• Experience supporting a Commercial or marketing team preferred
• Proven ability to manage multiplecomplex projects with minimal oversight
• Strong organizational, communication, and interpersonal skills
• A proactive, positiveattitude and the ability to anticipate needs before they arise
• Highly detail-oriented, proactive, and able to anticipate needs and act independently
• Proficiency with Microsoft 365, SharePoint, Teams, Zoom, DocuSign, and project management tools
• Contract routing / PO / invoice processing, budget management, and project management experience