Executive Assistant II

Executive Assistant II

This Executive Assistant II role provides high-level administrative support to the Vice President of International Marketing within a major global streaming and entertainment organization. The position focuses on complex calendar management, international travel coordination, email and communication triage, and end-to-end administrative support in a fast-paced, high-volume environment. The Executive Assistant manages multiple competing priorities with minimal guidance, ensures timely execution of deliverables, and serves as a trusted proxy for the Vice President when appropriate. This is a highly visible role that offers direct interaction with senior leaders, exposure to global marketing operations, and an opportunity to build experience supporting at the VP level within a leading technology and entertainment company.

Responsibilities

• Provide comprehensive administrative support to the Vice President of International Marketing while the primary Executive Assistant is on leave, ensuring continuity of operations for a large, globally distributed marketing organization.
• Review and manage the Vice President's calendar daily, proactively identifying and resolving scheduling conflicts and ensuring optimal use of time.
• Schedule meetings across multiple global time zones, including EMEA and APAC, taking into account regional working hours and stakeholder availability.
• Prepare daily briefings for the Vice President, including meeting agendas, attendee context, and pre-read materials to ensure the VP is fully prepared for all engagements.
• Monitor the calendar for last-minute changes, adjust schedules accordingly, and communicate updates promptly to internal and external stakeholders.
• Monitor incoming email and other communications, triage messages, and flag high-priority items that require urgent attention from the Vice President.
• Draft and send responses on behalf of the Vice President when appropriate, maintaining the correct tone, context, and level of detail.
• Route requests and inquiries to the appropriate team members or departments, ensuring timely follow-up and clear ownership of action items.
• Track outstanding action items arising from emails and meetings, document them clearly, and follow up to ensure completion within agreed timelines.
• Process expense reports accurately and within five business days of travel, adhering to internal policies and documentation requirements.
• Order office supplies and other necessary materials as needed, ensuring the Vice President and team have the resources required to operate effectively.
• Maintain and update distribution lists and organizational charts, keeping team structures and contact information current and accurate.
• Book domestic and international travel for the Vice President, including flights, hotels, and ground transportation, in line with preferences and corporate guidelines.
• Create detailed travel itineraries that include confirmation numbers, logistics, and contingency details to support smooth and efficient travel.
• Coordinate visa and passport requirements for international travel, ensuring all documentation is in place ahead of departure.
• Reconcile travel expenses after each trip, confirming accuracy and submitting required documentation in a timely manner.
• Compile pre-read materials, presentations, and agendas for leadership and cross-functional meetings, ensuring all participants receive necessary information in advance.
• Document meeting action items and decisions, track deliverables, and follow up with responsible stakeholders to ensure timely completion.
• Coordinate with other Executive Assistants to schedule cross-functional meetings, align on priorities, and support broader organizational initiatives.
• Support planning and execution of team events, off-sites, and organization-wide meetings, including logistics, scheduling, and coordination with venues or virtual platforms.
• Assist with onboarding logistics for new team members, including access setup, introductory meetings, and distribution of onboarding materials.
• Coordinate with vendors and external partners as needed for events, meetings, or special projects, ensuring smooth communication and execution.
• Operate with a high level of discretion and professionalism when handling confidential and sensitive information related to employees, projects, and strategic initiatives.
• Manage multiple tasks and projects simultaneously with minimal guidance, making smart and timely decisions and adjusting priorities as circumstances change.
• React with appropriate urgency to situations that require quick response or turnaround, escalating critical or ambiguous issues when necessary.
• Maintain a running log of decisions made, issues encountered, and open items during the assignment to support transparency and continuity.
• Participate in a structured workflow and handover process, including onboarding and shadowing, independent execution with periodic check-ins, and a thorough transition back to the returning Executive Assistant.
• Document any new processes, stakeholder preferences, or best practices identified during the assignment and provide a comprehensive handover of pending tasks and open action items.

Essential Skills

• 6+ years of experience supporting senior management, including Vice Presidents, senior Vice Presidents, CEOs, or equivalent executive-level leaders.
• Proven experience with executive-level calendar management, including complex, high-volume scheduling and conflict resolution across multiple time zones.
• Experience coordinating domestic and international travel, including flights, hotels, ground transportation, and travel documentation such as visas and passports.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and the ability to use these tools for calendar management, documentation, and presentations.
• Experience managing confidential and sensitive employee or business information, with strict adherence to confidentiality standards and protocols.
• Demonstrated ability to manage multiple, competing priorities simultaneously in a fast-paced environment, while maintaining accuracy and attention to detail.
• Impeccable attention to detail, with the ability to complete a high volume of tasks and projects with little to no guidance.
• Ability to make smart, timely decisions and to react with appropriate levels of urgency to situations requiring quick response or turnaround.
• Exceptional verbal and written communication skills, including the ability to draft professional correspondence and communicate effectively with senior stakeholders.
• Ability to switch gears quickly and adapt to changing priorities, schedules, and expectations.
• High levels of integrity and discretion when handling confidential information and interacting with senior professionals inside and outside the organization.
• High degree of professionalism, including polished communication, strong judgment, and a service-oriented mindset when supporting executives and stakeholders.
• At least two years of college education required.

Additional Skills & Qualifications

• Ideally 5+ years of experience in executive support, with flexibility to consider slightly less for strong candidates.
• Bachelor's degree preferred.
• Experience providing VP and/or C-suite level support within large, complex organizations.
• Experience working within global or international teams, including coordinating across multiple regions and time zones.
• Familiarity with tools commonly used in large technology or entertainment companies, such as corporate travel and expense systems and internal communication platforms.
• Experience supporting leaders in marketing, media, entertainment, or streaming environments is beneficial.
• Demonstrated ability to build strong working relationships with senior leaders, peers, and cross-functional partners.
• Comfort working within established processes and best practices while identifying opportunities to improve efficiency and organization.
• Ability to quickly learn and adapt to new systems, tools, and workflows during a structured onboarding and shadowing period.
• Strong organizational skills, including the ability to maintain clear documentation, logs of decisions, and records of open items.
• Proactive, self-directed approach to work, with the confidence to operate independently while knowing when to escalate issues.

Work Environment

The role is based onsite in a modern, well-structured office environment in Seattle, WA. The Executive Assistant works closely with a large international marketing team that spans approximately 18 countries and multiple time zones, contributing to a dynamic and globally oriented atmosphere. The typical workday is structured to begin around 8:00 a.m. Pacific Time to maximize overlap with global teams, particularly between 8:00 a.m. and 10:00 a.m. The environment is fast-paced, aligned with the entertainment and streaming industry, and involves frequent coordination across regions, launches, events, and cross-regional initiatives. The Executive Assistant joins a supportive network of other Executive Assistants rather than working in isolation, benefiting from established working practices, documented best practices, and engagement strategies. The assignment follows a clearly defined workflow and handover process, including an onboarding and shadow period, a phase of independent execution with periodic check-ins, and a structured transition back to the returning Executive Assistant. The office culture is described as very organized and supportive, with a collaborative team that values clear communication, professionalism, and operational rigor. The role offers significant exposure to senior leaders, global stakeholders, and the inner workings of a leading technology and entertainment organization.

Job Type & Location

This is a Contract position based out of Seattle, WA.

Pay and Benefits

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