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Executive Assistant - Brand Marketing & Media Planning
Integrated Resources, Inc
- 🇺🇸 United States
- On-site
- Manager or above
- 1 day ago
- PowerPoint
- Outlook
- Excel
1 day ago
Location: New York, NY - 10036 (Onsite)
Duration: 9 Months (Extension Possible)
Pay Range: $30/hr. - $33/hr.
Job Description:
About the Role
Our client is looking for a highly organized, proactive, and polished Executive Assistant to support the VP, Creative, VP, Marketing and VP, Media Planning.
This is a high-visibility role supporting three senior leaders at the center of PTVM’s marketing business. The ideal candidate is someone who can move 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.
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.
- 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.
- Assist with presentations and executive-facing materials when 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.
- 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.
- Comfortable 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.
- Comfortable working in an environment where priorities can change quickly.
- Proficiency with Microsoft Office/365, PowerPoint, Outlook, Teams, Excel, and common project-management/collaboration tools.
- Strong attention to detail, particularly with calendars, meetings, decks, documents, and deadlines.
- Ability to remain calm, professional, and solutions-oriented under pressure.
Executive Assistant - Brand Marketing & Media Planning · Integrated Resources, Inc