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Virtuoso Travel · 8 hours ago

Executive Assistant to the SVP, Global Marketing

Miami, FL, US

Full-time

Onsite

Senior Level

$72K/yr - $85K/yr

6+ years exp

Virtuoso Travel is the leading global travel agency network specializing in luxury and experiential travel. The Executive Assistant provides executive-level support to the SVP of Global Marketing, managing schedules, coordinating meetings, and ensuring smooth communication across teams.

TourismTravelTravel Agency

H1B Sponsor Likely

Responsibilities

Maintain and manage the SVP’s schedule, including complex calendar coordination, logistical arrangements, and adjustments to rapidly evolving priorities

Review email correspondence sent to the SVP and respond or escalate as directed; monitor email while SVP is traveling, summarizing priorities, ensuring timely follow-up

Assist with meeting preparation, including synthesizing communications into summaries, preparing briefings, developing presentations, and organizing content across teams

Help manage the SVP’s tasks and ongoing projects to support prioritization and ensure timely completion

Track monthly credit card statements and ensure accurate, timely expense report filing for the SVP

Manage PTO and expense approvals in accordance with SVP direction and established guidelines

Coordinate department meetings, committee meetings, cross-departmental meetings, business presentations, and client events

Support the SVP and Marketing department during major Virtuoso events such as Virtuoso Travel Week

Manage meeting logistics, maintain meeting notes, distribute follow-ups, and track progress to ensure commitments are completed

Act as a key point person in creating presentations used in meetings and events; collaborate across Global Marketing and other divisions to gather content

Support the gathering, consolidation, and maintenance of reference documents, status reports, data, insights, tools, and guidelines used by the department

Manage the department Playbook and consolidated project/status report to ensure cross-team visibility and provide operational clarity for the SVP

Utilize Virtuoso systems to pull and summarize various planning and performance reports

Assist with planning and coordinating internal team events and conference calls; maintain department files and handle administrative tasks such as mailings and shipments

Interact daily with internal staff, Members, Preferred Partners, and vendors with warmth, professionalism, and appropriate firmness

Represent the SVP and Global Marketing team with discretion, poise, and sound judgment—especially when handling confidential or sensitive information

Ensure consistent and efficient communication and coordination across the organization

Maintain a calendar of departmental anniversaries, birthdays, and key milestones for personal recognition

Attend events and meetings as needed

Qualification

Advanced administrative supportOrganizational skillsCommunication skillsMicrosoft Office SuiteWorkflow managementTravel planningEmotional steadinessProblem-solving skillsAttention to detailTeam collaboration

Required

Bachelor's degree in English, Journalism, Technical Writing, Communications, or related field highly desired

6–8 years of advanced administrative support experience for senior or C-level executives, or equivalent project management experience

Exceptional organizational skills, including expert-level calendar, inbox, and workflow management, with strong follow-through and the ability to ensure nothing falls through the cracks

Excellent written and verbal communication skills, with the ability to synthesize information into clear summaries

Warm, professional, people-centered communication style with the ability to represent the SVP's leadership values, navigate diverse personalities, and serve as a positive, steady presence

Highly dependable and proactive, able to anticipate needs, maintain clear processes, and bring structure and clarity to complex environments

Adaptable and calm under rapidly shifting priorities, comfortable pivoting in a fast-paced environment while maintaining strong organization and composure

Mature judgment and discretion, demonstrating sound decision-making, strong boundaries, emotional steadiness, and the ability to handle confidential information with integrity

Support-oriented mindset, confident yet low-ego, focused on enabling others' success, and able to work collaboratively within a team-centered culture

Strong coordination and workflow management skills, ensuring smooth information flow, reliable follow-up, effective meeting preparation, and seamless cross-team handoffs

Process-oriented thinker who identifies inefficiencies, suggests improvements, and brings order to recurring activities, approvals, and routines

Strong attention to detail and ability to work independently, with excellent multitasking, prioritization, and problem-solving skills

Proficiency in Microsoft Office Suite, Outlook, Teams, and AI productivity tools (e.g., Copilot), with familiarity or willingness to learn platforms such as Zoho, Tableau, ADP, and others

Experience with travel planning and expense report management and submission

Infrequent travel may be required to attend company events (1-3 trips per year). Travel will be primarily domestic but may include some international

Preferred

Experience in media/communications or the hospitality/travel industry considered a plus

Benefits

Medical/dental/vision/life

401(k) savings plan

And more

Company

Virtuoso Travel

Virtuoso is the leading global network of travel agencies specializing in luxury and experiential travel, with more than 20,000 travel advisors.

Founded in 1951

Fort Worth, Texas, USA

201-500 employees

http://www.virtuoso.com

H1B Sponsorship

Virtuoso Travel has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (15)

2024 (17)

2023 (15)

2022 (25)

2021 (12)

2020 (31)