Executive Assistant – Senior Executive Support for Global Marketing & Technology Teams at arenaflex (Remote, Flexible Hours)

About arenaflex

arenaflex is a world‑leading e‑commerce and technology powerhouse that connects millions of shoppers with an ever‑expanding selection of products and services. With a vibrant ecosystem that spans retail, advertising, cloud services, and digital media, arenaflex continuously pushes the boundaries of innovation to deliver seamless experiences for both customers and partners. Our culture is built on curiosity, collaboration, and a relentless focus on customer obsession. As part of arenaflex, you will join a global community of thinkers, creators, and doers who are shaping the future of online commerce.

Why This Role Matters

We are seeking an energetic, detail‑oriented Executive Assistant to provide high‑level support to two senior leaders within the Promoter Experience (also known as the “Hatchet”) group. This group is responsible for designing and delivering world‑class marketing experiences that empower advertisers and brands to thrive on the arenaflex platform. The Executive Assistant will act as the right‑hand to these leaders, ensuring that their time, priorities, and teams operate at peak efficiency. This role is a cornerstone of our executive office, directly influencing the productivity of a 5,000‑plus employee global Marketing & Technology organization.

Key Responsibilities

• Executive Calendar Management: Own complex, multi‑time‑zone calendars for two senior executives, coordinating meetings, conference calls, and on‑site visits with precision.
• Travel Coordination: Arrange international and domestic travel itineraries, including flights, accommodations, ground transportation, and visa documentation, while adhering to corporate travel policies.
• Event Planning & Execution: Lead the planning and logistics for large‑scale events such as All‑Hands meetings, product launches, leadership off‑sites, and team‑building activities. Manage catering, AV requirements, venue selection, and post‑event follow‑up.
• Office Operations Support: Oversee office moves, space allocations, and facility requests to ensure a smooth, productive work environment for the executive team.
• Stakeholder Communication: Serve as the primary liaison between senior leadership, internal teams, and external partners, delivering clear, concise, and timely information.
• Financial Administration: Process expense reports, reconcile corporate cards, and track budget allocations for executive‑related activities.
• Team Culture Champion: Foster a positive, inclusive atmosphere by organizing recognition programs, social events, and employee appreciation initiatives.
• Project Coordination: Partner with cross‑functional teams on strategic initiatives, ensuring deliverables are on schedule and aligned with executive expectations.
• Confidentiality & Data Integrity: Safeguard sensitive information, maintain strict confidentiality, and exercise sound judgment when handling proprietary data.
• Continuous Improvement: Identify and implement process enhancements that streamline workflows, reduce friction, and increase overall executive efficiency.

A Day in the Life

While each day brings new challenges, a typical day might include:

• Scanning a high volume of emails and prioritizing urgent requests for the executives.
• Coordinating a multi‑city leadership summit, from venue booking to travel itineraries.
• Collaborating with product managers, legal, and finance to finalize a quarterly budget report.
• Facilitating a virtual brainstorming session with global marketing teams, ensuring all technical requirements are met.
• Organizing a surprise employee recognition ceremony that highlights outstanding contributions across the department.

Essential Qualifications

• Minimum 2 years of senior‑level executive support experience, preferably supporting multiple leaders simultaneously.
• Demonstrated ability to manage complex calendars, travel arrangements, and large‑scale events with minimal supervision.
• High school diploma or equivalent; additional certifications in office administration or project management are a plus.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with collaboration tools such as Teams, Slack, or Zoom.
• Exceptional written and verbal communication skills, with a polished, professional demeanor.
• Strong organizational instincts, meticulous attention to detail, and the ability to juggle competing priorities.
• Demonstrated integrity and discretion when handling confidential information.

Preferred Qualifications

• Experience in a fast‑paced, high‑growth technology or e‑commerce environment.
• Exposure to global, matrixed organizations and the ability to navigate cross‑cultural dynamics.
• Advanced proficiency with calendar and travel management platforms (e.g., Concur, TripIt).
• Project management certification (PMP, CAPM) or experience leading cross‑functional initiatives.
• Fluency in a second language, especially Mandarin, Spanish, or German, to support international stakeholders.

Core Skills & Competencies

• Time Management: Ability to prioritize tasks, meet tight deadlines, and keep executives focused on strategic objectives.
• Problem Solving: Creative thinker who can anticipate challenges and devise proactive solutions.
• Interpersonal Skills: Strong relationship‑building capabilities that inspire trust and collaboration across all levels of the organization.
• Adaptability: Comfortable thriving in a dynamic environment where priorities shift rapidly.
• Technology Savvy: Quick learner of new software tools, platforms, and workflow automation solutions.
• Emotional Intelligence: Sensitivity to team dynamics, with the ability to mediate conflicts and maintain a positive workplace culture.

Career Growth & Learning Opportunities

arenaflex invests heavily in employee development. As an Executive Assistant, you will have access to:

• Mentorship programs with senior leaders across the Marketing & Technology divisions.
• Internal training courses on project management, data analysis, and advanced communication.
• Opportunities to transition into program management, operations, or people‑operations roles after gaining a deep understanding of executive processes.
• Cross‑functional exposure that broadens your business acumen and prepares you for future leadership positions.

Work Environment & Culture

arenaflex embraces a flexible, remote‑first work model. While the role is based in Seattle, WA, you will have the freedom to work from anywhere in the United States, provided you can attend occasional in‑person events or meetings as needed. Our culture is built on:

• Customer Obsession: Every decision is guided by the impact on our customers and partners.
• Invent and Simplify: We encourage innovative thinking and continuous improvement.
• Earn Trust: Transparency, honesty, and accountability are core to how we operate.
• Inclusivity: A diverse workforce where every voice is heard and valued.
• Work‑Life Harmony: Generous paid time off, flexible scheduling, and wellness resources to support your personal well‑being.

Compensation, Perks & Benefits

We offer a competitive hourly rate of $25‑$35 per hour**, reflecting your experience and the high‑impact nature of the role. In addition to base compensation, you will receive: