Executive Assistant to the SVP, Global Marketing

Virtuoso, Ltd.•Miami, FL

About The Position

The Executive Assistant provides executive-level support to the SVP of Global Marketing and serves as a critical operational and interpersonal partner to help ensure the SVP’s time, priorities, and communications run smoothly and efficiently. This role requires exceptional organization, mature judgment, and the ability to manage key responsibilities and coordination across multiple teams. The ideal candidate is dependable, proactive, calm, and professional, able to anticipate needs, coordinate complex tasks, and adapt quickly to evolving priorities. They bring a steady, positive presence, maintain discretion and confidentiality, and represent the SVP and Marketing team with tact and diplomacy. This person thrives in a support-focused role, enjoys enabling others’ success, and keeps processes, meetings, and commitments running seamlessly in a fast-paced environment. The position interacts regularly with a wide variety of staff, Members, Preferred Partners, and external vendors. It requires someone who is people-centered, process-minded, and confident in managing high-level coordination.

Requirements

Bachelor’s degree in English, Journalism, Technical Writing, Communications, or related field highly desired
6–8 years of advanced administrative support experience for senior or C-level executives, or equivalent project management experience
Exceptional organizational skills, including expert-level calendar, inbox, and workflow management, with strong follow-through and the ability to ensure nothing falls through the cracks
Excellent written and verbal communication skills, with the ability to synthesize information into clear summaries
Warm, professional, people-centered communication style with the ability to represent the SVP’s leadership values, navigate diverse personalities, and serve as a positive, steady presence
Highly dependable and proactive, able to anticipate needs, maintain clear processes, and bring structure and clarity to complex environments
Adaptable and calm under rapidly shifting priorities, comfortable pivoting in a fast-paced environment while maintaining strong organization and composure
Mature judgment and discretion, demonstrating sound decision-making, strong boundaries, emotional steadiness, and the ability to handle confidential information with integrity
Support-oriented mindset, confident yet low-ego, focused on enabling others’ success, and able to work collaboratively within a team-centered culture
Strong coordination and workflow management skills, ensuring smooth information flow, reliable follow-up, effective meeting preparation, and seamless cross-team handoffs
Process-oriented thinker who identifies inefficiencies, suggests improvements, and brings order to recurring activities, approvals, and routines
Strong attention to detail and ability to work independently, with excellent multitasking, prioritization, and problem-solving skills
Proficiency in Microsoft Office Suite, Outlook, Teams, and AI productivity tools (e.g., Copilot), with familiarity or willingness to learn platforms such as Zoho, Tableau, ADP, and others
Experience with travel planning and expense report management and submission

Nice To Haves

Forward-thinking, curious, and aware of current business trends, with experience in media/communications or the hospitality/travel industry considered a plus

Responsibilities

Executive Support & Administration
Maintain and manage the SVP’s schedule, including complex calendar coordination, logistical arrangements, and adjustments to rapidly evolving priorities.
Review email correspondence sent to the SVP and respond or escalate as directed; monitor email while SVP is traveling, summarizing priorities, ensuring timely follow-up.
Assist with meeting preparation, including synthesizing communications into summaries, preparing briefings, developing presentations, and organizing content across teams.
Help manage the SVP’s tasks and ongoing projects to support prioritization and ensure timely completion.
Track monthly credit card statements and ensure accurate, timely expense report filing for the SVP.
Manage PTO and expense approvals in accordance with SVP direction and established guidelines.
Meeting & Event Coordination
Coordinate department meetings, committee meetings, cross-departmental meetings, business presentations, and client events.
Support the SVP and Marketing department during major Virtuoso events such as Virtuoso Travel Week.
Manage meeting logistics, maintain meeting notes, distribute follow-ups, and track progress to ensure commitments are completed.
Presentation, Reporting & Workflow Management
Act as a key point person in creating presentations used in meetings and events; collaborate across Global Marketing and other divisions to gather content.
Support the gathering, consolidation, and maintenance of reference documents, status reports, data, insights, tools, and guidelines used by the department.
Manage the department Playbook and consolidated project/status report to ensure cross-team visibility and provide operational clarity for the SVP.
Utilize Virtuoso systems to pull and summarize various planning and performance reports.
Assist with planning and coordinating internal team events and conference calls; maintain department files and handle administrative tasks such as mailings and shipments.
Professional Representation & Relationship Management
Interact daily with internal staff, Members, Preferred Partners, and vendors with warmth, professionalism, and appropriate firmness.
Represent the SVP and Global Marketing team with discretion, poise, and sound judgment—especially when handling confidential or sensitive information.
Ensure consistent and efficient communication and coordination across the organization.
Maintain a calendar of departmental anniversaries, birthdays, and key milestones for personal recognition.
Attend events and meetings as needed.