Executive/Administrative Assistant, Global Digital Marketing

Title: Executive/Administrative Assistant, Global Digital Marketing
Location: Whitehouse Station, NJ, USA, 08889
Duration: 12 Months
Job Schedule: Hybrid (3 In Office , 2 WFH)
Job Hours: 9 - 5 (As needed)
 
Job Summary
The Executive/Administrative Assistant will provide administrative support to Client’s Head of Global Digital Marketing as well as other key stakeholders within Client's Global Marketing, Communications, and Investor Relations (MarComms) organization. The ideal candidate will possess exceptional organizational skills, a keen attention to detail, and the ability to manage multiple priorities in a fast-paced, dynamic environment. This role requires a proactive individual who can anticipate needs, think critically, and offer solutions to problems with a high level of professionalism.
 
Job Responsibilities
Invoicing and Financial Management

• Process all invoices for expenses occurred by the Digital Marketing, Brand, Strategic Content, and Media groups.
• Act as primary liaison with Finance and Accounts Payable, in close collaboration with our marketing operations office.
• Track the payment status of invoices, following up to ensure timely payment and resolving various issues that may arise along the way.

 
Meeting Coordination:

• Organize and coordinate larger meetings including preparing agendas, taking minutes, and following up on action items.
• Liaise with internal and external stakeholders to ensure smooth and efficient meeting logistics.
• Assist with the preparation and distribution of meeting materials, as needed.

 
Project Management:

• Support the development and implementation of select digital marketing projects and initiatives.
• Assist in the preparation of reports and presentations related to ongoing projects.
• Administrative Support:
• Manage and maintain scheduling including meetings, appointments, light travel, and conferences for executives across the organization, as needed.
• Occasionally prepare and edit correspondence, communications, presentations, and other documents.

 
Communication and Collaboration:

• Act as a liaison between Client’s Global MarComms executives, team members, and external partners and colleagues in other departments.
• Foster strong working relationships across the Global MarComms organization and other departments.
• Facilitate communication and collaboration between global, regional, and local teams.
• Event Coordination:
• Assist in the planning and execution of select department events, conferences, and marketing activities.
• Coordinate logistics for internal and external events, ensuring all details are managed effectively.

 
Skills:

• Proven ability to manage multiple priorities and work under pressure.
• Exceptional organizational, time management, and problem-solving skills.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Experience with project management tools and software is a plus.
• High level of professionalism, integrity, and confidentiality.
• Ability to work independently and as part of a team.

 
Experience and Education:

• Bachelor’s degree in Business Administration, Marketing, Communications, or a related field.
• Minimum of 3 years of experience as an Executive Assistant or in a similar administrative role.
• Knowledge of digital marketing and familiarity with the insurance industry is preferred but not required.

 

About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
 
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
 
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
 
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer. 


At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $38.15/hr.