Executive Administrative Assistant

Executive Assistant, Brand Marketing & Media Planning

Location: On-site, full time, New York, NY

Hours: 9am to 6pm

Duration: 9 months (ASAP - 7/11/2027)

Pay Rate: $33.13/hr

Overtime: Possible during the busy season, up to 5 hours/week, which may be after hours or on weekends

Interview Process: 1-2 virtual rounds with the executives

About the Role

A leading media and entertainment company is looking for a highly organized, proactive, and polished Executive Assistant to support three senior leaders: a VP of Creative, a VP of Marketing, and a VP of Media Planning. The role is temporary, due to an increase in business needs.

This is a high-visibility role at the center of the division's marketing business. The ideal candidate moves comfortably between executive-level priorities, creative projects, meetings, budgets, presentations, and day-to-day team operations.

This is not a "wait for instructions" role. We're looking for someone who anticipates needs, keeps people accountable, spots potential issues before they become problems, and brings structure to a fast-paced environment with constantly shifting priorities.

The candidate should have a strong understanding of the brand's audience, Black culture, and the cultural nuances that inform the brand and its creative work, and be able to bring that perspective authentically to the work.

What You'll Do

Executive Support

• Manage complex calendars for three VPs, including scheduling across internal teams, senior executives, agencies, production partners, and external stakeholders
• Prioritize and resolve scheduling conflicts while protecting executive focus time and key business priorities
• Coordinate meetings, agendas, conference rooms, video calls, and all necessary materials
• Prepare executives for meetings by gathering relevant information, decks, documents, and talking points
• Manage travel logistics, itineraries, expenses, and last-minute changes for 2-3 executives
• Serve as a professional and trusted point of contact for internal and external partners
• Handle sensitive and confidential information with discretion

Creative & Marketing Support

• Support the logistics behind campaigns, show launches, tentpoles, key art, shoots, presentations, and other marketing initiatives
• Coordinate meetings and materials across Creative, Media Planning, Programming, Publicity, Social, Production, and external agencies
• Help organize creative reviews and approval meetings, ensuring the right stakeholders are included and materials are ready
• Maintain organized folders, decks, presentations, contact lists, and project documentation
• Support PowerPoint decks and Excel spreadsheets (data management tasks) as needed
• Support special projects and business needs as they arise

Communication & Follow-Through

• Act as a connector between executives, their teams, and cross-functional partners
• Follow up on action items and keep stakeholders informed without requiring constant direction
• Draft or assist with professional communications, meeting recaps, reminders, and follow-ups
• Know when something can be handled independently and when an issue needs to be escalated
• Bring a solutions-oriented mindset to unexpected changes and tight deadlines

What We're Looking For

• 5+ years of experience supporting senior executives, preferably within entertainment, media, advertising, marketing, creative, or a similarly fast-paced industry (entertainment/media is a nice to have)
• Exceptional organizational and time-management skills
• Ability to manage multiple executives and competing priorities without losing sight of the details
• Strong written and verbal communication skills
• Excellent judgment and discretion when handling confidential information
• Comfort interacting with executives, talent, creatives, agencies, vendors, and cross-functional teams
• Strong follow-through and a natural instinct to anticipate what needs to happen next
• Comfort working in an environment where priorities can change quickly
• Proficiency with Microsoft Office/365, PowerPoint, Outlook, Teams, Excel, and common project-management and collaboration tools
• Strong attention to detail, particularly with calendars, meetings, decks, documents, and deadlines
• Ability to remain calm, professional, and solutions-oriented under pressure

Must have: Above-par organizational and time-management skills (calendars and meeting coordination), a proactive and intuitive working style, and the experience to begin supporting immediately.