We are seeking a highly organized, proactive Executive Administrator to provide dedicated support across two senior leaders, the Head of Sports & Entertainment Marketing and Head of Talent Partnerships & Culture. This role sits at the intersection of high-visibility partnerships, internal and external stakeholder management, and fast-moving initiatives.
As a Senior Executive Administrative Assistant in the Sports & Entertainment and Talent Partnerships & Culture team, you will play a critical role in enabling senior leadership by organizing priorities, protecting executive time, and ensuring smooth day-to-day execution. The ideal candidate is a master coordinator who thrives in a dynamic environment, anticipates needs, and drives seamless follow-through across teams, external partners, and event management, while partnering closely with the team’s shared Business Manager on scheduling, meeting preparation, and team collaboration needs.
Job responsibilities
- Balance the support across two executives and own complex, dynamic calendars and scheduling across time zones; prioritize with sound judgment and safeguard executive focus time.
- Coordinate domestic and international travel booking and logistics; manage changes with agility.
- Handle expense reports, invoices, and procurement workflows with accuracy and compliance.
- Serve as a first point of contact and liaison for internal leaders, cross-functional partners, and external stakeholders.
- Plan and support team meetings, offsites, partner meetings, and workshops including scheduling logistics and material preparation ie Briefings, memos, and decks.
- Maintain up-to-date distribution lists, org charts, onboarding kits, and contact directories for key partners and vendors.
- Support budget tracking, POs, and contract routing in partnership with Finance, Legal, and Procurement.
- Coordinate headcount and staffing logistics (interviews, onboarding, access requests) in partnership with HR.
- Assist with partner outreach, talent scheduling, briefing documents and cross-functional coordination.
- Coordinate vendor onboarding and SOWs; track milestones and escalate risks early.
- Draft, proofread, and deliver professional correspondence and internal communications (including newsletters, announcements, team highlights, and recognition content) while maintaining organized file systems, knowledge repositories, and shared drives using an intuitive, brand-aligned taxonomy to ensure accuracy and consistency.
Required qualifications, capabilities, and skills
- 10+ years of experience supporting senior executives or teams in fast-paced environments;
- Exceptional calendar, travel, and logistics management across multiple time zones.
- Strong project coordination skills with an ability to prioritize, multi-task, and meet deadlines with minimal oversight.
- Polished written and verbal communication; discretion and professionalism in handling sensitive information.
- High proficiency with productivity and collaboration tools (e.g., Microsoft Outlook, Excel, PowerPoint, Teams; or Google Workspace, project-management tools such as Asana, Smartsheet, or Monday.com).
- Comfortable interfacing with executives, talent/agents, partners, and vendors; client-service mindset.
- Detail-obsessed with a bias toward action, accountability, and continuous improvement.
Preferred qualifications, capabilities, and skills
- Experience in marketing, partnerships, entertainment, sports, or talent operations a plus.
- Experience supporting at the Managing Director level (or equivalent) or above
- College degree is a plus
Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.