Executive Assistant – Supporting Executive Leadership in Global Advertising & Marketing Operations

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About arenaflex

Welcome to arenaflex, where innovation meets impact! We are a global leader in digital advertising and marketing solutions, connecting brands with audiences across the world through cutting-edge technology and unparalleled creativity. At arenaflex, we believe that great marketing experiences can transform businesses and enrich lives. Our Advertising & Marketing division is at the forefront of this mission, delivering innovative campaigns and strategic partnerships that drive measurable results for advertisers and creators alike.

As part of the Promoter Experience (PX) team at arenaflex, you will join a dynamic group of professionals dedicated to building global marketing experiences that position arenaflex as the preferred partner for advertisers worldwide. Whether it's supporting brands, creators, entertainment makers, or internal teams, we serve millions of clients and stakeholders with passion, precision, and purpose.

We are currently seeking an energetic and driven Executive Assistant to provide high-level administrative support to two executive leaders within our Promoter Experience Group. This is a fantastic opportunity to work at the heart of our advertising operations, supporting leaders who oversee teams of 120+ employees and contributing to an organization that spans 5,000+ professionals globally.

Position Overview

The Executive Assistant role at arenaflex is much more than traditional administrative support. You will serve as the operational backbone for two senior executives, enabling them to focus on strategic priorities and team leadership. This position requires exceptional organizational prowess, proactive problem-solving, and a genuine passion for supporting leaders and teams in a fast-paced, innovative environment.

You will become an integral part of our affectionate Executive Assistant community, collaborating with peers across the Advertising Products and Technology organization to ensure seamless operations and exceptional team experiences. If you thrive in a dynamic environment, excel at multitasking, and take pride in making others successful, this role is perfect for you.

Key Responsibilities

As an Executive Assistant at arenaflex, you will be responsible for a wide range of duties that keep our executive leaders and their teams operating at peak efficiency. Your daily contributions will be vital to the success of our Promoter Experience Group. Here is what you can expect:

• Calendar and Schedule Management: Masterfully manage complex calendar demands, meeting invitations, and conference room operations for two senior executives. You will coordinate across multiple time zones and ensure seamless scheduling of high-priority meetings, board sessions, and strategic planning meetings.
• Travel Arrangement: Plan and coordinate both international and domestic travel, including flights, accommodations, ground transportation, and itinerary management. You will ensure all travel arrangements align with executive preferences and organizational policies.
• Expense Reporting: Handle expense reports with precision and attention to detail, ensuring compliance with company policies and timely reimbursement for all business-related expenditures.
• Event Coordination: Manage large-scale event strategies including catering, facilities, and materials. From executive offsites and All Hands meetings to team celebrations and launch events, you will ensure every occasion is executed flawlessly.
• Workspace Management: Organize space for teams and coordinate office moves or reconfigurations, ensuring optimal working environments for our professionals.
• Team Culture and Morale: Create an environment where everyone feels valued and appreciated. Recognize outstanding efforts, encourage fun at work, and inspire others to do the same. You will be the unifying force through team socials, recognition programs, and collaborative initiatives.
• Meeting Support: Attend key meetings, track action items, drive completion of key deliverables, and follow up on outstanding matters. You will serve as a strategic partner in ensuring meeting outcomes are documented and acted upon.
• Team Activities Leadership: Drive team activities including staff meeting planning, team building events, launch celebrations, and team recognition programs. Your creativity will help foster a positive and cohesive team culture.
• Workflow Management: Manage workflows requiring executive approvals, ensuring processes move efficiently through the organization and deadlines are met.
• Problem Solving: Identify internal and external approaches to solve problems in creative ways, constantly seeking improvement in how we support our leaders and teams.
• Cross-Functional Collaboration: Work closely with on-site functional teams to support the Advertising division's regional operations and ensure alignment across locations.

A Day in the Life

Every day at arenaflex as an Executive Assistant is unique and rewarding. While no two days are exactly alike, a typical day might involve managing a high volume of emails, collaborating with other Executive Assistants to coordinate complex meetings across multiple departments, and partnering closely with our executive leaders and their colleagues on strategic projects and initiatives.

You will find yourself juggling competing priorities, anticipating needs before they arise, and serving as the central point of coordination for critical business activities. The pace is fast, the challenges are varied, and the opportunities to make an impact are endless.

Essential Qualifications

To succeed in this role, you must possess the following qualifications:

• 2+ years of senior-level executive support experience, or 1+ years of experience working within the arenaflex organization


• High school diploma or equivalent recognition


• Proficiency in Microsoft Office products and applications, including Outlook, Excel, PowerPoint, and Word


• Demonstrated experience with executive-level calendar management and scheduling


• Exceptional organizational and time management skills


• Strong written and verbal communication abilities


• High levels of integrity and attentiveness when handling confidential and sensitive information


• Proven ability to work effectively in a team environment and build strong working relationships


• Client service orientation with a proactive and innovative mindset

Preferred Qualifications

While not required, the following qualifications will help you stand out as an ideal candidate:

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


• Experience managing multiple complex calendars simultaneously


• Background in supporting executive leaders in advertising, marketing, or technology industries


• Demonstrated success in event planning and coordination


• Experience with international travel coordination


• Strong problem-solving skills with the ability to anticipate needs and act proactively


• Experience in cross-functional team collaboration

Skills and Competencies

Success as an Executive Assistant at arenaflex requires a unique blend of skills and competencies:

• Organizational Mastery: You must excel at managing complex schedules, prioritizing tasks, and keeping everything organized under pressure.


• Communication Excellence: Outstanding written and verbal communication skills are essential for interacting with senior leaders, internal teams, and external stakeholders.


• Discretion and Trust: You will handle private and confidential information regularly, requiring the highest levels of integrity and professionalism.


• Proactive Problem-Solving: The ability to identify issues before they become problems and develop creative solutions is crucial.


• Adaptability: In a dynamic environment, you must be flexible and ready to pivot as priorities shift.


• Team Player: Building effective working relationships and collaborating with colleagues across the organization is key to success.


• Attention to Detail: From expense reports to event planning, precision matters in everything you do.


• Positive Attitude: A genuine passion for making others successful and creating a fun, supportive work environment will set you apart.

Career Growth and Learning Opportunities

At arenaflex, we invest in your professional development and career growth. As an Executive Assistant, you will have access to a wealth of learning opportunities that will help you expand your skills and advance your career:

• Professional Development Programs: Access to training and development resources that enhance your administrative, leadership, and business acumen.


• Networking Within the Organization: Work closely with senior executives and cross-functional teams, building a powerful professional network within a global organization.


• Career Pathways: Many of our senior leaders started in administrative roles. Your experience as an Executive Assistant can serve as a springboard to broader leadership opportunities within arenaflex.


• Exposure to Business Strategy: Gain insights into how high-level decisions are made and how global advertising operations function.


• Mentorship: Receive guidance and support from experienced professionals across the organization.

Work Environment and Culture

arenaflex is more than a workplace—it's a community where innovation thrives and people come first. Here's what you can expect when you join our team:

• Inclusive Culture: We celebrate diversity and believe that different perspectives make us stronger. You'll be welcomed into an environment where your unique contributions are valued.


• Collaborative Spirit: Teamwork is at the core of everything we do. You'll work alongside passionate professionals who are committed to shared success.


• Innovation-Focused: We encourage creative thinking and innovative approaches to problem-solving. Your ideas will be heard and valued.


• Work-Life Balance: While we work hard, we also support your well-being with flexible arrangements and resources to help you thrive both professionally and personally.


• Fun and Recognition: We believe in celebrating achievements, recognizing outstanding work, and creating enjoyable moments together.

Compensation and Benefits

arenaflex is committed to providing competitive compensation and comprehensive benefits that support your financial security, health, and well-being:

• Competitive Pay: Earn between $25-$35 per hour, commensurate with experience and qualifications.


• Health and Wellness: Comprehensive health, dental, and vision insurance plans to keep you and your family healthy.


• Retirement Savings: 401(k) retirement plan with company contributions to help you save for the future.


• Paid Time Off: Generous vacation, sick leave, and personal days to support work-life balance.


• Professional Development: Opportunities for training, certification, and career advancement.


• Employee Perks: Access to exclusive programs, discounts, and workplace amenities.


• Parental Leave: Support for new parents with paid leave options.

Join Our Team

If you are ready to take the next step in your career and make a meaningful impact at a global organization, we want to hear from you! The Executive Assistant role at arenaflex offers a unique opportunity to support visionary leaders, work with talented professionals, and contribute to a team that is transforming the advertising industry.

This position is based in Seattle, WA, USA and offers the chance to be part of something truly special. Whether you are an experienced Executive Assistant looking for your next challenge or a professional ready to grow within a world-class organization, arenaflex provides the environment, resources, and support you need to succeed.

At arenaflex, we are committed to fostering an inclusive workplace where diverse perspectives are celebrated, and every team member has the opportunity to thrive. Join us and become part of a team that is shaping the future of global advertising and marketing experiences.

Apply today and take the first step toward an exciting and rewarding career with arenaflex!