Job Objective

The Executive Assistant reports directly to the Vice President of Marketing and E-commerce and provides executive, administrative, and development support. This position serves as the primary point of contact for internal and external constituencies and serves as a liaison to the board of directors and senior management teams.  The role organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Watches of Switzerland marketing and e-commerce team is dynamic, accountable, and can easily adapt to changes in the business environment. We are goal-oriented, entrepreneurial, and we work hard to help one another succeed. We are looking for a candidate with a positive, self-motivated, can-do attitude.

Who You Are

Big picture. Growth at the company is holistic and expands far past just acquisition and performance marketing.

Brand-focused. We work hard to maintain a specific brand mission; this role needs to have that front of mind at all times.

Detail Oriented. High-quality work takes detailed producers who are efficient, resourceful and prepared. 

Collaborative. This position will work across all departments, specifically creative, operations, and finance.

Forward Thinking. You don’t only rely on what worked in the past, you prefer to see around corners and plan for the future.

Responsibilities

• Assists the Vice President of Marketing and E-commerce with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas, compiling documents for meetings, creating presentations, conducting research and assisting in event management.
• Communicates with the general staff on the Vice President of Marketing and E-commerce’s behalf and coordinates logistics with high-level meetings both internally and externally.
• Coordinates meetings and strategic activities with the management team, and members of WOSG staff.
• Communicates directly and on behalf of the Vice President of Marketing and E-commerce with Board members and the management team on matters related to programmatic initiatives as directed.
• Prepares and coordinates oral and written communication with internal and external stakeholders.
• Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
• Supports the Vice President of Marketing and E-commerce on external commitments related to committees, events and public relations.

Marketing and E-Commerce Team Support

• Serves as the Vice President of Marketing and E-commerce administrative liaison to external teams, which include coordinating meetings and dinners; Marketing and E-commerce team lunches/receptions/new team member orientations; arranging hotel accommodations for out-of-town team members; processing travel reimbursement requests; and compiling, assembling, and distributing meeting materials.
• Coordinates Executive, Finance, Governance and Audit Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the Vice President of Marketing and E-commerce’s agenda.
• Drafts, edits and maintains Board communications portal.

Management Liaison

• Participates as an adjunct member of the management team including assisting in scheduling, creating agendas, attending and recapping meetings. Represents the Vice President of Marketing and E-commerce in designated meetings as required.

Accountabilities

• Position reports to the Vice President of Marketing and E-commerce.
• Works directly with the Marketing, E-commerce and Management Teams.

Experience & Education

• Bachelor’s degree or equivalent experience.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Three to five years managing support for upper-level management.

Skills & Abilities

• Strong interpersonal skills and the ability to build relationships with key stakeholders and external partners.
• Previous experience working with C-Suite level executives in a multi-faceted capacity.
• Proactively anticipate needs.
• Proficiency in Excel, Microsoft 365 Copilot, Teams, Word, OneDrive, Outlook, PowerPoint, InDesign, Apple suite of products.
• Experience with software including Concur, Trello, Asana, Otter.Ai, Socratic, Calendly.
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to work independently and with professional discretion.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Excellent management, time-management, and problem-solving skills.

Working Conditions/Other Data

• Occasional travel and evening/weekend event support may be involved.

Salary: $150,000.00 - $125,000.00 annually based on experience