Job Description

Role: Executive Assistance for CMO/Project Management

Location: Austin, TX

Duration: Contract

Job Description:

Position Overview

The Project Manager, Administration will serve as a critical support function within the Chief Marketing Officer's (CMO) office, working alongside the Senior Executive Assistant to ensure seamless operations and exceptional executive support. This role is designed to accelerate administrative operations while fostering a collaborative partnership with key stakeholders who support the CMO, including the CMO's Executive Communications Leader and Chief of Staff. This role reports to the CMO's Chief of Staff. This position offers an exceptional opportunity to develop expertise in executive support within a Fortune 100 environment.

Key Responsibilities

Email & Communication Management

Actively monitor, triage, and draft responses to the CMO's incoming email, prioritizing by urgency and strategic importance

Develop institutional knowledge of key stakeholders, communication preferences, and recurring topics to anticipate needs

Maintain email templates and standard response protocols in collaboration with the Senior EA

Flag critical or sensitive communications requiring Senior EA or CMO attention

Manage email escalation protocols to ensure nothing falls through the cracks

Calendar & Travel Logistics Support

Coordinate scheduling across multiple stakeholders and time zones, focusing on critical external meetings requiring the CMO's attention

Support calendar optimization, block management, and recurring meeting administration in concert with the Senior EA

Assist the Senior EA with travel arrangements including flights, accommodations, ground transportation, and expense management

Assist the Senior EA and Chief of Staff with preparation of pre-meeting materials, agendas, and executive summaries for travel days

Coordinate logistics for offsite events, conferences, and executive forums

Cross-Functional Collaboration & Partnership

Proactively identify bottlenecks and propose process improvements to streamline operations

Maintain transparent communication about workload distribution and support needs

Support Senior EA during high-demand periods while maintaining professional boundaries around role expectations

Administrative Operations

Support meeting preparation, note-taking, and follow-up action items

Manage office supplies, vendor relationships, and facility coordination needs

Assist with special projects and ad-hoc initiatives as assigned by the Chief of Staff

Required Qualifications

2-4 years of administrative experience in a corporate, legal, consulting, or similarly fast-paced environment

Exceptional organizational and project management skills with ability to juggle competing priorities

Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and calendar management systems

Superior written and verbal communication with discretion and diplomacy

Strong attention to detail with high accuracy standards and ability to catch errors/inconsistencies

Proactive problem-solving mindset with ability to anticipate needs before being asked

Emotional intelligence and ability to work collaboratively in a high-pressure environment

Willingness to learn executive-level operations and business acumen

Demonstrated ability of ensuring confidentiality

Preferred Qualifications

Experience supporting executive leadership (C-level or senior management) in a Fortune 500/100 company

Familiarity with marketing industry terminology, metrics, and stakeholder landscapes

Experience with enterprise project management or CRM tools

Background in travel coordination and expense management

Certification in executive administration or business management

Knowledge of external communications strategy and executive branding

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