Administrative Assistant – Digital Marketing hybrid on-site presence three days a week (Tuesday- Thursday in SF and Palo Alto).

W 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 combines administrative support with strong organizational and communication skills, ensuring seamless operations and alignment across key marketing and cross-functional priorities.

The ideal candidate is proactive, highly organized, and detail-oriented, with exceptional communication and relationship-building abilities. They will manage complex 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 Senior Director’s calendar by prioritizing meetings, resolving conflicts, and ensuring alignment with strategic priorities
Manage team calendars and meeting requests to support overall scheduling needs
Coordinate travel, prepare detailed itineraries, and manage expense reporting through Concur
Prepare, proofread, and edit materials, presentations, and reports for the Senior Director
Manage and assist with event planning, meetings, and all key meetings within the Digital Marketing function to ensure seamless execution and alignment
Track decisions, deliverables, and follow-ups to ensure accountability and timely execution
Provide onboarding support for new vendors and agencies, ensuring they 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 accuracy and 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 multiple complex projects with minimal oversight
Strong organizational, communication, and interpersonal skills
A proactive, positive attitude 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

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Administrative Assistant Digital Marketing

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Administrative Assistant Digital Marketing