Administrative Assistant, Marketing [614] at D-Wavesystems in Remote (United States); Boca Raton, FL

Job description

• D-Wave is seeking a highly organized, proactive and detail-oriented Administrative Assistant, Marketing to join our Executive Administration Team. Reporting to the Chief of Staff and working closely with the SVP of Marketing, this role will provide coordination and administrative support to the SVP and the broader Marketing and Communications team.
• This role will help keep the team running smoothly by coordinating schedules, meetings, travel, supporting marketing activities and events, managing administrative processes, organizing information and assisting with special projects. This role offers broad exposure to marketing and communications including team operations, and the inner workings of a fast-paced technology company.
• This is an excellent opportunity for someone early in their career who is interested in marketing and communications and wants broad exposure to the inner workings of a fast-paced technology company. The ideal candidate is resourceful, highly organized, comfortable juggling multiple priorities and eager to learn. Above all, you have a passion for providing a helping hand to anyone on your executive’s team, and you take pride in having a can-do attitude. You have the ability to think ahead, and if you love problem solving and playing a key role in an exciting, growing tech company, this is the role for you.

Responsibilities

• Executive & Team Support
• Provide day-to-day administrative and coordination support to the SVP of Marketing and broader Marketing & Communications team.
• Manage calendars, scheduling, correspondence, presentations, reports, expenses and other administrative needs.
• Anticipate needs, coordinate priorities and help ensure the team operates efficiently.
• Meeting & Travel Coordination
• Coordinate internal and external meetings, including scheduling, agendas, materials, action items and follow-up.
• Manage executive travel arrangements, itineraries and related logistics.
• Reconcile corporate credit card expenses and maintain complete and timely documentation.
• Event & Vendor Coordination
• Coordinate vendors supporting Marketing & Communications activities, including research, quotes, scheduling and day-to-day communication.
• Support event logistics including production of printed event collateral, including vendor coordination, proofs, approvals and delivery timelines.
• Administrative Processes & Information Management
• Support the preparation, routing and tracking of NDAs, contracts and other documents through internal review and approval processes.
• Maintain organized team files, SharePoint sites, templates and other shared resources.
• Help improve administrative processes, tools and ways of working.
• Special Projects
• Provide research, coordination and administrative support for Marketing & Communications projects and initiatives.
• Take on special projects and other responsibilities that help the team operate effectively.

Requirements

• 3+ years’ of administrative, marketing, communications, project coordination or related professional experience; relevant internships may be considered.
• Bachelor's degree or equivalent combination of education and experience.
• Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines.
• Clear and concise written and verbal communication skills, with a high degree of professionalism and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint), project management tools, and communication platforms.
• Sound judgment and discretion when handling confidential or sensitive information.
• A proactive, solutions-oriented approach with the ability to anticipate needs, take initiative, and problem-solve independently.
• Strong interpersonal skills and the ability to build effective relationships with executives, colleagues, vendors and other stakeholders.
• Ability to work effectively across functions, levels and time zones.
• Interest in marketing, communications, and technology, with enthusiasm for learning and growing in the role.

Skills

Required

• Project management tools
• Communication platforms
• Proactive, solutions-oriented approach
• Strong interpersonal skills

Benefits

• We believe providing D-Wavers with company ownership, competitive pay, and a range of meaningful benefits is the start of creating a culture where people want to give the best they’ve got — not because they’re simply making money, but because they’ve fallen in love with our vision, mission, values, and team.
• During the interview process, your Recruiter will review our total rewards (base, equity, bonus, perks, benefit, culture) offerings. The final offer is determined by your proficiencies within this level.
• 70,000 - 96,000 USD per year (Remote (United States))