Position
MAIN JOB OBJECTIVE
The Executive Assistant to the Global Chief Marketing Officer (CMO) will manage the day-to-day administrative responsibilities inclusive of but not limited to: calendar management, coordinating strategic meetings, aligning leadership team logistics, booking travel, organizing expenses, project management, and event planning. As the right-hand to the CMO, the Executive Assistant will operate with the utmost discretion while working with highly confidential information, ensuring impeccable attention to detail, organizational skills and thoroughness. The EA will manage the CMO and direct report key strategic meeting planning and calendar synchronization. In constant communication with both internal leadership as well as external partners and clients, the Executive Assistant will represent the CMO and Brand Founders and the fresh brand with professionalism, a positive spirit and a high-level of service.
Profile
RESPONSIBILITIES
Administrative Support
- Manage complex day-to-day schedules, cadence of leadership meetings via Microsoft Outlook, scheduling and organizing meetings across multiple time zones
- Anticipate needs of the CMO and founders by thinking and working proactively
- Build/develop relationships with employees for increased efficiency, effective responsiveness with existing operations, and help to define new operational strategies, working with CMO, the Comex, the founders and the Marketing leadership team on on-going business and special projects
- Prepare for meetings by creating agendas, coordinating teams, scheduling facilities, preparing conference rooms and audio/visual needs
- Serve as a subject matter expert, handling inquiries and developing action plans, and assisting with the preparation and dissemination of communications
- Assist in regularly creating PowerPoint presentations
- Develop on-boarding plans and set up for all direct reports
- Coordinate domestic and international travel arrangements; prepare detailed travel itineraries inclusive of flights, visas, hotels, meeting agendas
- Oversee departmental expenses and invoices in a timely manner
- Handle confidential information meticulously; escalate any required information with discretion
- Order sufficient product for, and oversee, gratis closet
- Ensure CMO and founders remain organized and on-schedule through proactive, consistent communication
Founder Management
- Manage the business activities of the Founders
- Manage and track internal executive approval and ongoing calendar of Founder PAs for both internal and external appearances, interviews, etc.
- Schedule travel for Founders when needed: booking flights, accommodations, transportation, coordinating and issuing itineraries, managing general travel logistics, etc
- Prioritize and execute travel arrangements to facilitate effective use of the Founders time supplies/product, booking venues, restaurants, managing and confirming details
- Handle all correspondence including directly answering correspondence, where, in their judgment, the Founders attention is not required, drafting proposed replies and/or routing to others in the company
Global Marketing Departmental Support
- Manage team calendars for CMO's leadership team
- Partner with EAs to align calendars and plan for leadership meetings
- Oversee planning for company-wide meetings and events by corresponding with vendors and venues, sending company-wide calendar invites, creating collateral, compiling, and distributing gifting
- Act as a liaison between vendors and departments both internally and externally
- Maintain Team files regarding time-off, emergency contacts etc.
- Additional ad-hoc projects
What you will learn in the first 6 months:
- Build trusting relationship with the CMO to become accustomed to ways of working
- Provide support to the CMO with a well-rounded understanding of business operations, anticipating needs and working proactively
- Serve as a go-to contact in the business for overarching needs as they pertain to the CMO and her direct reports
- Gain an understanding of fresh's organizational structure and business
- Begin assisting in the planning and execution of company-wide events
- Become familiar with fresh's relationship with LVMH
What you will achieve in 12 months:
- Oversee and experience a full-year's cycle of events and fresh happenings
- Create relationships with cross-functional partners and leaders from fresh in order to represent the CMO and founders
Additional information
- At least 5 years of experience as an Executive Assistant to members of the C-Suite and/or Executive Leadership
- Experiencing supporting more than one Executive at one time in a high-touch capacity
- Excellent relationship builder and interpersonal skills with external stakeholders and internal teams
- Significant experience working in Microsoft Outlook and PowerPoint required, proficiency in other Microsoft Programs (Teams, Excel, Word)
- Exceptional written and verbal communication skills
- Experience managing highly sensitive information with discretion and professionalism
- Strong ability to work well under pressure in a fast-paced environment with a positive attitude
- Capacity to work autonomously as well as collaboratively in a team environment
- Highly organized; a strategic planner able to create, implement and improve organizational systems
- Demonstrated project management skills
- Ability to work proactively with a solution-oriented mindset and a can-do attitude; always thinking one-step-ahead
- Impeccable attention to detail
- Consistent desire to go above and beyond in all capacities
- Passion for Fresh, the beauty industry, experience working in Luxury Goods a plus
Based in New York, NY
