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