Administrative Assistant

Administrative Assistant – Digital Marketing hybrid on-site presence three days a week (Tuesday- Thursdayin SF and Palo Alto).We are seeking an experienced administrative Assistant to provide operational and administrative supportto the Senior Director, Digital Marketing, as well as coordination support for the teams reporting to this function.This role combinesadministrative support with strong organizational and communication skills, ensuring seamless operations and alignment across key marketing and cross-functional priorities.The ideal candidateis proactive, highly organized, and detail-oriented, with exceptional communication and relationship-building abilities. They will managecomplex 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 SeniorDirector’s calendar by prioritizing meetings, resolving conflicts, and ensuring alignment with strategic prioritiesManage team calendars and meeting requeststo support overallscheduling needsCoordinate travel, prepare detailed itineraries, and manage expensereporting through ConcurPrepare, proofread, and edit materials, presentations, and reportsfor the Senior Director Manage and assistwith event planning, meetings, and all key meetingswithin the Digital Marketing function to ensure seamless execution and alignmentTrack decisions, deliverables, and follow-ups to ensure accountability and timely executionProvide onboarding supportfor new vendorsand agencies, ensuringthey have the required access, documentation, and enablement materialsManage contracts, SOW submissions, vendor onboarding, route agreements for review and approval in partnership with Legal and FinanceTrack and manage event budgets, ensuring financial accuracyand reporting transparencyPartner with other administrative staff to maintain consistency, alignment, and coverage across departmentsHandle confidential information with professionalism, discretion, and sound judgment.Required: Bachelor’s degree preferred3 or 5+ years of experience as an administrative AssistantExperience supporting a Commercial or marketing team preferredProven ability to manage multiplecomplex projects with minimal oversightStrong organizational, communication, and interpersonal skillsA proactive, positiveattitude and the ability to anticipate needs before they ariseHighly detail-oriented, proactive, and able to anticipate needs and act independentlyProficiency with Microsoft 365, SharePoint, Teams, Zoom, DocuSign, and project management toolsContract routing / PO / invoice processing, budget management, and project management experience