Jobs

Description

Role is on site in Franklin Lakes

Manager's Update:

Four VPs Supported

The person will support four Central Marketing Organization VPs:

1. VP, Digital Experience Management
2. VP, Global Brand Strategy
3. VP, Global Pricing
4. VP, Launch Excellence and Insights
5. This matters because the manager emphasized that the complexity is high. This is not single-executive calendar support.

• This role is 60% executive support for four VPs and 40% project/program coordination, especially around marketing initiatives such as price increase rollouts, training coordination, content circulation, and cross-functional follow-up.
• The hiring manager is not looking for a basic admin profile. He wants someone with 8+ years of experience, strong executive-level communication, complex calendar management, Microsoft 365 proficiency, and practical day-to-day AI usage, especially Copilot-style tools for drafting, summarizing, structuring notes, and improving work quality.
   
• 8+ years total experience
• VP or C-suite support
• Strong Microsoft 365
• AI tool usage
• Executive writing
• Project/action tracking
• Onsite Franklin Lakes commute
• Marketing/healthcare/MedTech as differentiators

Executive communication:
Must write clearly, structure thoughts, summarize inputs, and communicate with precision

Microsoft 365 proficiency:
Outlook, Teams, PowerPoint, SharePoint are key; PowerPoint and SharePoint were specifically emphasized

Practical AI usage:
Comfortable using Copilot/ChatGPT-style tools for everyday work: drafting, summarizing, meeting notes, action plans

Structured thinking:
Able to organize information, identify risks/opportunities, and maintain accuracy

Task execution discipline:
Strong “say-do” ratio; can track items through completion

Onsite availability:
Must work onsite in Franklin Lakes

For this req, I would not lead with “admin assistant.” I would lead with Executive Assistant + AI-enabled operations + marketing coordination.

This role offers exposure to Central Marketing leadership and AI-enabled workflows.

Must Have

• AI & Digital Enablement – Practical experience using AI tools (e.g., Copilot-style tools) to enhance productivity, automate workflows, and improve content quality and consistency.
• Digital Tools & Collaboration Platforms – Proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, SharePoint) and working in collaborative, digital environments.
• Executive Communication – Strong written and verbal communication skills, with the ability to translate complex inputs into clear, structured communications for executive audiences.
• Executive Operations & Calendar Management – Proven ability to manage complex agendas and priorities across multiple senior leaders, including scheduling, prioritization, and ensuring meeting readiness.
• Structured Thinking & Attention to Detail – Ability to organize complex information, identify risks/opportunities, and maintain high accuracy in a fast-paced environment.

Nice To Have

• Change Coordination & Enablement – Experience supporting large-scale initiatives, rollout, and change programs across global teams, driving adoption and consistent execution.
• Project & Program Management – Strong organizational capability to manage multiple priorities, track deliverables, and ensure execution discipline with clear follow-ups and escalation.
• Training, Enablement & Adoption Support – Experience supporting training or capability-building initiatives, including content rollout, adoption tracking, and continuous improvement.

The Central Marketing Support Coordinator provides centralized operational support to four Central Marketing Organization VPs, namely:

• VP, Digital Experience Management
• VP, Global Brand Strategy
• VP, Global Pricing
• VP, Launch Excellence and Insights

This is not a traditional administrative support role. It focuses on using AI tools to improve speed, quality, and consistency of work, enabling the delivery of structured tasks, coordinating information and meetings in a fast-paced, exciting environment.

• The successful candidate will be able to demonstrate experience using AI tools for drafting, summarizing, or organizing information (e.g., Copilot-style tools or comparable platforms), and can follow guidance on ethical and compliant use of AI.
• Curiosity and openness to learning new digital tools are highly advantageous and the incumbent will be the role model of demonstrating how applying AI improves how work gets done.
• This role combines executive support with structured marketing coordination and AI-enabled content preparation to improve speed, consistency, and effectiveness of Central Marketing work.

Responsibilities:

• Manages calendars, schedules meetings, and prepares agendas for Central Marketing VPs while ensuring meetings are well-organized and materials are delivered on time.
• Utilizes approved AI tools to draft summaries, communications, and documents, while developing reusable prompts to drive consistency and efficiency.
• Leverages AI to identify patterns, risks, and opportunities across VP priorities, streamlining workflows and automating recurring deliverables.
• Maintains structured folders, templates, and version control in Teams and SharePoint, along with a curated library of effective prompts and outputs.
• Coordinates cross-functional initiatives, tracks action items through completion, escalates risks when necessary, and improves overall speed, quality, and consistency of deliverables.

Minimum Requirements:

• Bachelor’s degree preferred in business, marketing, communications, or a related field; equivalent experience may be considered.
• 1–3 years of experience in an executive assistant, administrative, marketing coordination, or operations support role.
• Experience supporting senior leaders or working in a global, matrixed environment is advantageous.
• Strong organizational and prioritization capability, with the ability to manage multiple requests at once, keep work on track, and maintain accuracy under pressure.
• Clear written communication skills, with an ability to translate inputs into concise, well-structured emails, summaries, and presentation materials for executive audiences.
• High level of digital proficiency across Microsoft 365 tools such as Outlook, Teams, PowerPoint, and SharePoint, along with confidence working in collaborative digital environments.

Preferred Requirements:

• Exposure to marketing, digital, or commercial environments is helpful but not required.
• Disciplined approach to managing information, ensuring files, templates, and materials are well-organized, easy to access, and consistently maintained.
• Working familiarity with AI tools for drafting, summarizing, and organizing content, with the ability to apply them in a practical and thoughtful way.

What Will Help You Stand Out

• Experience working in global marketing organizations with multiple business units, regions, and compliance requirements.
• A strong point of view on how to operationalize AI responsibly and pragmatically to increase work efficiency

The ability to balance multiple priorities with practical execution and change adoption.

• A collaborative and positive can-do attitude
• A “Say-Do” ratio of 1:1