Administrative Assistant, Global Marketing

Job Summary

The Global Marketing Administrative Assistant plays a vital role in supporting the success of global brand initiatives by ensuring seamless coordination, alignment, and communication across regions. This position provides high-level administrative and operational support to the Vice President and Director of Global Brand, enhancing the overall efficiency and effectiveness of the department.

A strong sense of organization, proactive problem-solving, and clear communication are essential in this role, along with the ability to manage multiple priorities in a fast-paced, dynamic environment. The ideal candidate will be highly skilled in Microsoft Office tools, particularly PowerPoint and Excel, to support executive presentations, reporting, and data organization.

The Global Marketing Administrative Assistant plays a vital role in supporting the success of global brand initiatives by ensuring seamless coordination, alignment, and communication across regions. This position provides high-level administrative and operational support to the Vice President and Director of Global Brand, enhancing the overall efficiency and effectiveness of the department.

A strong sense of organization, proactive problem-solving, and clear communication are essential in this role, along with the ability to manage multiple priorities in a fast-paced, dynamic environment. The ideal candidate will be highly skilled in Microsoft Office tools, particularly PowerPoint and Excel, to support executive presentations, reporting, and data organization

Additionally, this position collaborates closely with the Global Brand Marketing team and cross-functional partners to help execute strategic marketing initiatives and support global brand-building efforts. This role is critical to maintaining operational excellence and driving team-wide success.

Job Description and Responsibilities

Responsibilities:

• Administrative Support
  • Provide administrative support to senior leadership and department, including scheduling meetings, managing calendars, and coordinating travel arrangements.
  • Prepare and organize documents, reports, presentations, and other materials for meetings and events.
  • Assist with managing and maintaining filing systems, both electronic and physical, ensuring that records are kept accurate and up-to-date.
  • Coordinate internal and external meetings and events, including logistics, materials preparation, and room setup.
  • Perform data entry and maintain accurate records, ensuring confidentiality and data integrity.
  • Assist in preparing and processing expense reports, invoices, and purchase orders.
  • Support other administrative tasks and projects assigned.
  • Marketing Planning & Support Delivery: Assist in the development and execution of global marketing calendar, coordinating timely inputs, collaboration, and delivery. Maintain and update marketing calendars and planning resources that ensure alignment across teams. Communicate updates to regional and market partners regarding the delivery of marketing support and materials.
• Marketing Deliverables
  • Support the creation of marketing materials, including presentations, and other collateral, ensuring consistency in messaging and branding.
• Division Coordination
  • Manages Global Brand Marketing and Creative team’s site, organize and assign access as needed.
  • Schedules recurring Global Brand Marketing and Creative Division and Leader meetings and own the process, i.e. request agenda, send out deck for review beforehand, share meeting notes afterward.
  • Prepares PowerPoint presentations for division and leader meetings, as needed.
  • Supports the team by pulling data for marketing analysis – by using 3rd party intelligence data (i.e. Euromonitor) and/or internal data (i.e. Tableau dashboard).
• Marketing Support
  • Supports the implementation of brand initiatives to maintain consistency across all marketing materials and customer touchpoints.
  • Conduct marketing and competitive research, as needed. Gathers and communicates competitive intelligence.
• Event Coordination
  • Assist in the planning and execution of global marketing events, conferences, and product launches, ensuring smooth operations and a consistent brand presence.
• Budget Tracking
  • Assist with managing budgets for global marketing administrative cost center, ensuring costs are tracked and kept within allocated limits. 
• Misc
  • May perform miscellaneous duties such as assisting with marketing projects, pulling sales force information, department holiday party and other miscellaneous team building events, performing investigative research and resolving inquiries