Ava Labs Jobs in United States

The Executive Assistant to the CMO and President is a key support role responsible for providing administrative support to senior executives and operational assistance to the marketing team. This position requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. The Executive Assistant plays a crucial role in facilitating smooth communication, managing calendars, and coordinating administrative tasks.

WHAT YOU WILL DO

• Manage and prioritize the calendars of senior executives, scheduling meetings, appointments, and conference calls
• Coordinate internal and external meetings, including agenda preparation, room bookings, and logistics arrangements
• Anticipate scheduling conflicts and proactively resolve them to optimize the use of executive time
• Arrange travel itineraries and accommodations for executives, including flights, hotels, and ground transportation
• Ensure travel plans align with business priorities and budgetary guidelines, seeking cost-effective options whenever possible
• Provide necessary travel documentation and support to facilitate smooth travel experiences.
• Serve as the primary point of contact for internal and external inquiries directed to the senior executives
• Draft, proofread, and edit correspondence, presentations, and reports on behalf of the marketing team, ensuring accuracy and professionalism
• Prepare meeting agendas, materials, and presentations for marketing team meetings, leadership meetings, and client presentations
• Take meeting minutes, track action items, and follow up on decisions and deliverables to ensure timely execution
• Maintain organized records of meeting notes, documents, and presentations for reference and future use
• Manage email correspondence, prioritize incoming messages, and follow up on action items as needed
• Assist in the coordination and execution of marketing projects and initiatives, liaising with cross-functional teams and external partners as necessary
• Track project timelines, milestones, and deliverables, providing status updates and flagging any potential risks or issues
• Support the implementation of marketing campaigns, events, and promotions, coordinating logistics and managing administrative tasks
• Perform general administrative tasks such as filing, copying, scanning, mailing, and expense management to support the day-to-day operations of the marketing department
• Handle sensitive and confidential information with discretion and professionalism, maintaining confidentiality at all times

WHAT YOU WILL BRING

• Bachelor's degree in Business Administration, Marketing, Communications, or related field (preferred)
• 3-5 years of proven experience as an executive assistant or administrative assistant, preferably in a marketing or corporate environment
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced setting
• Strong interpersonal and communication skills, with the ability to interact professionally with colleagues, clients, and stakeholders at all levels
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications
• Discretion and integrity in handling confidential information and sensitive matters
• Ability to work independently with minimal supervision and as part of a team
• Ability to work onsite in the NYC area in a hybrid work environment

Salary Range: $109,000 to $136,200

(**This is not a guarantee of compensation or salary, a final offer amount may vary based on factors including but not limited to experience and geographic location.)

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