Executive Assistant – Senior Executive Support for Global Marketing & Technology Teams at arenaflex (Remote Data Entry & Virtual Assistant)

About arenaflex

arenaflex is a world‑leading technology and e‑commerce powerhouse that connects millions of shoppers with an ever‑expanding catalog of products and services. With a presence in more than 20 countries and a workforce of over 5,000 dedicated professionals, arenaflex continuously pushes the boundaries of innovation, data‑driven marketing, and customer experience. Our culture is built on curiosity, collaboration, and a relentless drive to make a positive impact on both our customers and our employees.

Why This Role Matters

As an Executive Assistant within the Promoter Experience (also known as the “Hatchet”) team, you will be the strategic right‑hand to two senior leaders who guide a global community of more than 120 direct reports and influence a broader network of 5,000+ associates worldwide. This is a high‑visibility, high‑impact position that blends meticulous data entry, virtual assistance, and senior‑level executive support with a strong emphasis on community building, event coordination, and cross‑functional collaboration.

Key Responsibilities

• Executive Calendar Management: Own complex, multi‑time‑zone calendars for two senior executives, schedule meetings, and coordinate boardroom logistics.
• Travel Coordination: Arrange international and domestic travel itineraries, including flights, accommodations, visas, and ground transportation, ensuring seamless experiences for senior leaders.
• Financial Administration: Process expense reports, reconcile corporate cards, and maintain accurate financial records in accordance with arenaflex policies.
• Event Planning & Execution: Lead the planning and execution of large‑scale events such as All‑Hands meetings, product launches, team off‑sites, and celebratory gatherings. Manage catering, venue selection, AV requirements, and post‑event follow‑up.
• Office Operations Support: Oversee office moves, space allocation, and facility requests to ensure the work environment remains productive and welcoming.
• Team Culture Champion: Design and facilitate team‑building activities, recognition programs, and social events that foster a sense of belonging and high morale.
• Project Coordination: Partner with cross‑functional teams—including Marketing, Technology, and Operations—to drive initiatives forward, track milestones, and deliver results on time.
• Data Entry & Reporting: Perform high‑volume, accurate data entry tasks, generate status reports, and maintain up‑to‑date dashboards for senior leadership review.
• Stakeholder Communication: Draft, edit, and distribute internal communications, meeting minutes, and executive summaries with a focus on clarity and professionalism.
• Problem Solving & Process Improvement: Identify internal bottlenecks, propose innovative solutions, and implement streamlined workflows that enhance efficiency.

A Day in the Life

While no two days are exactly alike, a typical day might include:

• Scanning a high volume of emails and prioritizing urgent requests for the executives.
• Coordinating a multi‑day, multi‑location conference that involves speakers from three continents.
• Collaborating with the New York‑based arenaflex Promotions team to align on upcoming campaign roll‑outs.
• Preparing a concise executive briefing on the latest market trends for an upcoming leadership meeting.
• Facilitating a virtual team‑building activity that brings together remote members from Seattle, London, and Bangalore.
• Ensuring expense reports are submitted, approved, and reimbursed within the required timeframe.

Essential Qualifications

• Minimum 2 years of senior‑level executive support experience, preferably within a fast‑paced, technology‑driven organization.
• Demonstrated ability to manage complex calendars, travel logistics, and high‑stakes events.
• Proficiency with Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and familiarity with collaboration tools such as Teams, Slack, and Confluence.
• Exceptional written and verbal communication skills, with a keen eye for detail and grammar.
• High degree of professionalism, discretion, and integrity when handling confidential information.
• Strong organizational skills, ability to multitask, and a proactive, solution‑oriented mindset.

Preferred Qualifications

• Experience working in a global, matrixed environment with stakeholders across multiple time zones.
• Background in marketing, advertising, or technology sectors, providing context for the Promoter Experience team’s objectives.
• Familiarity with project management tools such as Asana, Trello, or Monday.com.
• Previous exposure to large‑scale event planning, including virtual and hybrid events.
• Demonstrated ability to thrive in a high‑growth, rapidly changing environment.

Core Skills & Competencies

• Time Management: Ability to prioritize competing demands and meet tight deadlines.
• Interpersonal Skills: Build strong relationships with senior leaders, peers, and external partners.
• Analytical Thinking: Quickly synthesize data and present actionable insights.
• Adaptability: Comfortable navigating ambiguity and shifting priorities.
• Tech Savvy: Comfortable learning new software platforms and leveraging automation tools.
• Leadership Support: Anticipate executive needs and act as a trusted advisor.

Career Growth & Development

arenaflex invests heavily in the professional development of its employees. In this role, you will have access to:

• Mentorship programs with senior leaders across the Marketing and Technology divisions.
• Internal training courses on project management, data analytics, and advanced communication.
• Opportunities to transition into program management, operations, or people‑operations roles as you expand your skill set.
• Regular performance reviews that focus on career trajectory and skill‑building pathways.
• Participation in global conferences and industry events to broaden your network.

Work Environment & Culture at arenaflex

Our Seattle office blends modern design with collaborative spaces, quiet zones, and state‑of‑the‑art meeting rooms. Even though this role is primarily remote, you will occasionally join on‑site gatherings, team off‑sites, and company‑wide events. arenaflex champions:

• Inclusivity: A diverse workforce where every voice is heard and valued.
• Innovation: A culture that encourages experimentation and continuous improvement.
• Well‑Being: Comprehensive mental‑health resources, flexible work hours, and a generous PTO policy.
• Community: Employee resource groups, volunteer initiatives, and social clubs that foster connection.

Compensation, Perks & Benefits

arenaflex offers a competitive hourly rate ranging from $25 to $35 per hour**, based on experience and location. In addition to base compensation, you will receive: