Executive Assistant - Marketing & Experience

Executive Assistant To The SVP Of Marketing And Experience

The Executive Assistant to the SVP of Marketing and Experience will provide comprehensive administrative support to the SVP in a fast-paced environment. This role is critical in ensuring smooth operations, maintaining efficient communication, and assisting in the execution of marketing and experience initiatives. The ideal candidate will possess strong organizational skills, a proactive attitude, and the ability to manage multiple tasks while working with cross-functional teams.

Key Responsibilities

Administrative Support:

• Manage the SVP's calendar, schedule meetings, and coordinate appointments, ensuring proper time management and prioritization
• Handle travel arrangements, including flights, hotel accommodations, and itineraries, for business trips
• Prepare and organize meeting agendas, take meeting minutes, and track action items for follow-up
• Assist in creating and editing presentations, reports, and documents for internal and external stakeholders
• Maintain and organize files, both digital and physical, ensuring easy access to important documents

Project Management Support:

• Assist the SVP with project management tasks by maintaining timelines, tracking progress, and ensuring tasks are completed on schedule
• Coordinate cross-functional meetings and communications to facilitate project success
• Help prioritize tasks and manage the SVP's workflow to optimize efficiency

Communication Liaison:

• Serve as a point of contact for internal and external communications on behalf of the SVP
• Draft emails, memos, and other communications, maintaining professional and concise messaging
• Coordinate communication between the SVP and other departments, ensuring all stakeholders are informed and aligned

Event Activation And Coordination:

• Provide administrative support for the Experience Team projects, ensuring timelines and deliverables are met
• Coordinate with external vendors, agencies, and internal teams to facilitate experience initiatives and campaigns
• Assist in organizing events, activations, or experience engagements, including coordinating logistics, materials, and team schedules
• Manage invoices and process for payments for the Experience Team working closely with the SVP of Experience and the Finance Team

Event Meeting Planning:

• Assist in the coordination of internal and external events, including Experience Team meetings, team off-sites, and conferences
• Help set up virtual or in-person meetings, including providing technical support as needed (i.e., setting up video conferences)
• Ensure event materials are prepared and distributed in advance, including presentations, promotional materials, and agendas

Other:

• Perform other administrative tasks as needed to support the SVP's goals and ensure smooth daily operations
• Support department and team needs as required

Requirements:

Education and Required Experience:

• Education: Bachelor's degree or equivalent experience in business administration, marketing, communications, or related field
• Experience: 3+ years of experience in an administrative assistant or executive assistant role, ideally within a marketing, creative, or business environment

Skills, Qualifications, and Other Requirements:

• Exceptional organizational and time-management skills with the ability to manage multiple priorities
• Strong verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools (ClickUp or similar)
• A proactive, solutions-oriented attitude with the ability to think ahead and anticipate needs
• Experience in event planning or marketing coordination is a plus
• Attention to detail, adaptability, discretion, and the ability to work independently and as part of a team

Core Competencies:

• Team Oriented: The ability to work effectively with others and to add value within the dynamics of the Company's group endeavors. Tangible behaviors include trust, healthy conflict, active commitment, peer-to-peer accountability and a focus on the results. Establish healthy and respectful working relationships with all shareholders and customers sharing knowledge and support, contributing to team goals, and collaborating to solve problems.
• Legacy Mindset: Thinks long-term, protects organizational heritage, and contributes to a lasting impact.
• Transparency: Demonstrates openness in communication and decision-making; fosters trust across the organization.
• Communication Skills: Effective communication skills include professionalism, active listening, adaptability, and collaboration.
• Problem Solving: Ability to accurately analyse situations and reach productive decisions based on informed judgment that relies on knowledge, experience, facts and data.
• Initiative: Ability to proactively identify and address customer needs, anticipate potential issues, and take action to resolve problems within the framework of the Company's processes and procedures; demonstrates a willingness to go above and beyond standard duties to ensure positive experience.
• Accountability: Accepts responsibility for own actions and decisions and demonstrates commitment to accomplish work in an ethical, efficient and cost-effective manner.

Core Value Based Competencies:

Integrity

• Acts with honesty and ethical judgment, even under pressure
• Accepts responsibility for actions and communicates transparently
• Upholds professional and organizational standards in all interactions

Trust

• Builds strong, respectful relationships across all levels
• Demonstrates consistency, reliability, and follow-through
• Maintains confidentiality and handles sensitive information with care

Impact

• Takes initiative to drive meaningful, results-oriented work
• Aligns personal goals with organizational priorities
• Influences and inspires others to contribute to shared success

Legacy

• Honors the Company's history and values in decision-making
• Acts as a steward of culture while planning for the future
• Mentors others and contributes to long-term organizational success

Physical Demands :

Requires sufficient personal mobility and physical reflexes, to permit the employee to function in a general office environment and accomplish tasks and duties at outlined above.

Work Environment :

This position is based in the office. Occasional travel to other site locations or off-hours support may be required for experience events or meetings.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

About MetroNational

MetroNational is a private, family-owned real estate investment, development, and management company located in Houston whose core interest is the Memorial City mixed-use development. The cornerstones of its business philosophy are teamwork, loyalty, integrity, and professionalism, which have led to winning several awards:

• Houston Chronicle Top Work Places
• Houston Business Journal Healthiest Employers
• Houston Business Journal Best Places To Work
• Cigna Well-Being Award
• American Heart Association Fit-Friendly Worksite
• Mother-Friendly Worksite