Executive Assistant - Senior Leadership Support Specialist | Advertising & Marketing Team Coordinator (Virtual Assistant Opportunities Available)

About arenaflex

Welcome to arenaflex, where innovation meets inspiration! We are a global leader in transforming how brands connect with audiences through cutting-edge advertising solutions. Our mission is to create meaningful experiences that bridge the gap between advertisers and their customers across every touchpoint. As part of our dynamic team, you'll join a community of creative thinkers, strategic problem-solvers, and passionate professionals who are redefining the future of digital advertising.

At arenaflex, we believe that great marketing goes beyond traditional boundaries. Our Advertiser Experience team builds worldwide marketing experiences that position arenaflex Ads as the preferred partner of any advertiser. We serve millions of external and internal clients, including advertisers (sellers, vendors, creators, entertainment makers, partners, and agencies) and builders (arenaflex teams and third-party integrators)—regardless of whether the products, brands, or services they promote are available directly from arenaflex or not.

We are currently seeking an energetic and driven Executive Assistant to provide exceptional support to two executive leaders within our Advertiser Experience Group. This is a remarkable opportunity to be part of a high-performing team that supports pioneers who manage groups of 120+ employees collectively. You'll function as part of a supportive EA community that backs the broader Advertising Products and Tech organization of 5,000+ employees globally.

Position Overview

This role requires outstanding organizational prowess, exceptional time management skills, and superior administrative capabilities. The ideal candidate will have a strong sense of ownership and pride in their work, coupled with a customer service-oriented mindset. You'll handle sensitive information with the highest levels of integrity and discretion while demonstrating remarkable proficiency in working with senior leadership.

As an Executive Assistant at arenaflex, you will serve as the unifying force for your leaders' teams through team socials, events, and initiatives. You'll collaborate closely with on-site functional groups to support the arenaflex Ads locations and play a pivotal role in fostering a positive, engaging, and productive work environment. The successful candidate will possess excellent written and verbal communication skills, be well-informed about company operations, demonstrate resourcefulness, and act as an innovative problem solver.

Key Responsibilities

As an integral part of our leadership support team, you will be responsible for:

• Complex Calendar Management: Overseeing intricate schedule demands, meeting invites, and conference room operations for multiple senior executives. You will skillfully navigate competing priorities and ensure optimal time allocation across all commitments.
• Travel Coordination: Arranging both international and domestic travel, including flights, accommodations, ground transportation, and itinerary planning. You will ensure seamless travel experiences while managing costs effectively.
• Expense Management: Handling expense reports with precision and attention to detail, ensuring compliance with company policies and maintaining accurate financial records.
• Event Planning & Execution: Managing large-scale event strategies including catering, accommodations, and materials for events such as summits, All Hands meetings, launch celebrations, and team recognition programs.
• Workspace Management: Arranging space for teams and coordinating office moves or reconfigurations to optimize workspace utilization and employee comfort.
• Team Culture & Morale: Creating an environment where everyone feels valued and appreciated, recognizing outstanding efforts, fostering fun at work, and encouraging others to do the same.
• Meeting Support: Attending key meetings, tracking and driving completion of key deliverables, and following up on outstanding items to ensure accountability and progress.
• Team Activities Coordination: Driving team activities including staff meeting planning, team-building events, launch events, and team recognition initiatives.
• Workflow Management: Managing workflows requiring approvals, ensuring timely processing and documentation.


• Problem Resolution: Identifying internal and external approaches to address challenges in creative ways, continuously improving processes and finding innovative solutions.

A Day in the Life

Every day presents new opportunities and challenges at arenaflex! While no two days are exactly alike, a typical day in this role will involve managing a high volume of emails, working collaboratively with other Executive Assistants to coordinate complex meetings, and partnering closely with leaders and their colleagues on various projects and initiatives. You'll need to be adaptable, proactive, and ready to tackle whatever comes your way while maintaining composure and professionalism.

Your ability to switch gears quickly and prioritize effectively will be crucial as you navigate the dynamic nature of supporting senior executives in a fast-paced, innovative environment.

Essential Qualifications

To succeed in this role, candidates must meet the following requirements:

• 2+ years of senior-level leadership support experience, or 1+ year of arenaflex experience


• High school diploma or equivalent recognition


• Demonstrated proficiency with Microsoft Office products and applications


• Proven experience with executive-level schedule management


• Excellent organizational and time management skills


• Strong attention to detail and accuracy


• Outstanding written and verbal communication abilities


• High level of integrity and discretion when handling confidential information


• Ability to work effectively in a team environment


• Strong interpersonal skills with the ability to build effective working relationships

Preferred Qualifications

While not required, the following qualifications would be advantageous:

• Experience in a fast-paced, cutting-edge organization


• Experience managing multiple complex calendars simultaneously


• Prior experience supporting executives in the advertising, marketing, or technology sectors


• Knowledge of virtual collaboration tools and remote working technologies


• Experience with event planning and coordination


• Background in supporting cross-functional or global teams


• Additional certifications in administrative professionals field

Skills & Competencies

The ideal candidate will demonstrate the following core competencies:

• Communication Excellence: Articulate verbal and written communication skills, with the ability to interact professionally with all levels of the organization.
• Organizational Mastery: Exceptional ability to manage multiple priorities, meet deadlines, and coordinate complex logistics efficiently.
• Problem-Solving Agility: Creative thinking and resourcefulness in addressing challenges and finding innovative solutions.
• Emotional Intelligence: Strong interpersonal awareness, empathy, and the ability to navigate sensitive situations with tact and diplomacy.
• Proactive Initiative: Anticipating needs, taking ownership of responsibilities, and driving results without requiring constant direction.
• Tech Savviness: Comfortable learning new technologies and leveraging digital tools to enhance productivity and collaboration.
• Cultural Ambassador: Passionate about fostering positive team culture and creating inclusive, engaging environments.

Career Growth & Development

At arenaflex, we are committed to helping our employees grow and thrive in their careers. As an Executive Assistant in our Advertiser Experience Group, you'll have access to:

• Professional Development: Continuous learning opportunities through training programs, workshops, and certifications.
• Career Advancement: Clear pathways for career progression within the organization, with opportunities to expand your scope and take on increased responsibilities.
• Cross-Functional Exposure: Opportunity to work with various departments and teams, gaining broad experience across the organization.
• Industry Insights: Deep exposure to the advertising and technology industries, staying at the forefront of market trends and innovations.
• Leadership Networking: Regular interaction with senior executives, providing invaluable insights into business operations and strategic thinking.

Work Environment & Culture

arenaflex fosters a dynamic, inclusive, and collaborative work environment where creativity and innovation are celebrated. We believe that work should be both challenging and rewarding, and we strive to maintain a healthy work-life balance for all our team members.

Our culture is built on principles of customer obsession, innovation, operational excellence, and long-term thinking. We encourage our employees to bring their authentic selves to work, collaborate openly, and push the boundaries of what's possible. As part of our team, you'll contribute to meaningful projects that make a real impact on how brands connect with audiences worldwide.

We value diversity and believe that diverse perspectives drive better outcomes. Join us and be part of a team that respects individuality, celebrates differences, and creates opportunities for everyone to succeed.

Compensation & Benefits

We recognize that our people are our greatest asset, and we offer competitive compensation packages that reflect the value our employees bring to the organization. The hourly rate for this position ranges from $25 to $35 per hour, depending on experience and qualifications.

In addition to competitive pay, arenaflex offers a comprehensive benefits package including:

• Health, dental, and vision insurance


• 401(k) retirement plan with company matching


• Paid time off and holidays


• Parental leave and family support programs


• Employee assistance programs


• Professional development reimbursement


• Various workplace perks and discounts

Location

This position is based in Seattle, WA, USA. We are open to discussing flexible work arrangements that align with the needs of the role and our operational requirements.

Join Our Team

If you're ready to take the next step in your career and make an impact at a company that's transforming the advertising landscape, we want to hear from you! Apply today and become part of a team that's passionate about innovation, customer success, and creating exceptional experiences.

At arenaflex, we look for candidates who are curious, collaborative, and committed to excellence. Bring your skills, your enthusiasm, and your unique perspective—and help us shape the future of advertising together!

arenaflex is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Apply now to join our team!