Executive Assistant (Hybrid - DC/VA/MD)

Job Summary

The Executive Assistant to the Chief Marketing Officer/ Senior Vice President, Industry Partnership & Engagement & Chief Development Officer/ Senior Vice President, Global Markets & Chief Trade & Product Development Officer plays a pivotal role in supporting the marketing team at Brand USA through effective coordination of events, management of projects, and facilitation of communications. This position requires a highly organized and proactive individual who can manage multiple priorities, enhance stakeholder relations, and ensure the smooth operation of the executive office in alignment with our mission to promote tourism in the United States.

Essential Functions

Executive Support for Chief Marketing Officer/ Senior Vice President, Industry Partnership & Engagement & Chief Development Officer/ Senior Vice President, Global Markets & Chief Trade & Product Development Officer:

• Manage the calendar for the Chief Marketing Officer/ Senior Vice President, Industry Partnership & Engagement & Chief Development Officer/ Senior Vice President, Global Markets & Chief Trade & Product Development Officer, including scheduling appointments and providing necessary meeting materials and documents.
• Answer and field incoming phone calls for Chief Marketing Officer/ Senior Vice President, Industry Partnership & Engagement & Chief Development Officer/ Senior Vice President, Global Markets & Chief Trade & Product Development Officer, responding appropriately and handling outbound calls as necessary.
• Handle incoming and outgoing correspondence by prioritizing and distributing it effectively.
• Compose and prepare confidential communications, presentations, reports, and other documents as directed.
• Procure and manage all travel arrangements, providing detailed travel itineraries (including transportation, lodging, meeting materials, and other relevant documentation) while updating and revising plans as necessary.

Event Coordination and Meeting Management:

• Schedule and organize departmental activities and meetings, overseeing all logistical aspects, including facilities, catering, and preparing and distributing agendas and invitations in accordance with budget and requirements.
• Document and prepare records for department meetings, including agendas, notices, minutes, and resolutions.
• Act as a liaison with various departments and external customers to ensure effective communication.
• Create and maintain electronic databases and spreadsheet files for various projects.
• Oversee processes, scheduling, communications, and daily operations involving the Chief Marketing Officer/ Senior Vice President, Industry Partnership & Engagement & Chief Development Officer/ Senior Vice President, Global Markets & Chief Trade & Product Development Officer, to ensure positive engagement with both staff and stakeholders.
• Assist with Brand USA Board of Directors meetings, materials and correspondence as needed.

Financial Administration:

• Prepare invoices, reports, memos, financial statements, and other documents using word processing, spreadsheet, database, or presentation software.
• Process invoices and track payments for the Chief Marketing Officer/ Senior Vice President, Industry Partnership & Engagement & Chief Development Officer/ Senior Vice President, Global Markets & Chief Trade & Product Development Officer, as needed.
• Reconcile the executive office corporate card, ensuring compliance with financial policies.
• Process expense reports for the Chief Marketing Officer/ Senior Vice President, Industry Partnership & Engagement & Chief Development Officer/ Senior Vice President, Global Markets & Chief Trade & Product Development Officer.

Additional Responsibilities

• Exhibit strong and articulate communication skills, both orally and in writing, with the ability to multi-task in a fast-paced, deadline-driven environment.
• Demonstrate experience in destination marketing and/or the travel industry, which is preferred.
• Possess proficiency in Microsoft Word, PowerPoint, Excel, and MapPoint, as well as Adobe Acrobat.
• Showcase a detail-oriented mindset and exceptional organizational abilities to manage various tasks effectively.
• May be asked to perform additional duties not listed in the job description as required by business needs.

Job Qualifications

• Bachelor’s degree in administration, communications or related field, or equivalent work experience
• At least 7 years’ experience performing general Administrative Assistant responsibilities including a minimum of 5 years supporting a senior-level executive required
• Exceptional organizational and time management skills, with a keen attention to detail.
• Strong verbal and written communication skills that reflect Brand USA’s values.
• Strong writing and editing skills including grammar, style, and spelling.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proven ability to work independently, prioritize tasks, and manage multiple projects simultaneously.
• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
• Dedicated remote work area that is quiet enough for employee to concentrate is required. Must have homeowner’s or renter’s insurance and the ability to comply with company technology, safety, and health requirements.
• Ability to travel on occasion as required to attend meetings and/or events.
• Ability to frequently operate a computer and other office productivity machinery.
• Ability to lift up to twenty (20) pounds.
• Ability to perform the essential functions with or without a reasonable accommodation.
• May require more than forty (40) hours per week to perform the essential duties of the position.

Continue reading about BRAND USA's comprehensive benefits package HERE.