Sr Manager Executive Operations

About Us

Sparks is a leading global brand experience agency, specializing in the design and execution of award-winning experiences that forge deep connections between brands and audiences. Recognized by Adweek as Experiential Agency of the Year, we bring a unique blend of strategic insight and execution excellence to every brand activation, corporate event, trade show exhibit, and immersive experience. Our commitment to creativity, innovation, and flawless execution drives us to craft impactful experiential marketing solutions that deepen relationships, inspire action, and build trust—all around the world.

Summary

Reports to the President of Sparks. Completes a broad variety of administrative tasks including managing an extremely active and complex calendar of global appointments and arranging multifaceted and detailed travel plans. Composing and preparing correspondence that is sometimes confidential including: itineraries, agendas, and documents. Oversees special projects and utilizes critical thinking skills to evaluate projects both broadly and narrowly with keen attention to detail.

Provides support to the President to ensure all tasks are achieved on time or ahead of schedule, in a professional, customer service-oriented and quality-focused manner as directed by the President. Prioritizing conflicting needs; handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures. This role is eligible to work a hybrid schedule generally requiring 2-3 days per week in-office or at show site, based out of Philadelphia, PA or surrounding regions.

Essential Duties & Responsibilities

• Maintains extremely active and complex global calendar, schedules appointments and coordinates meeting arrangements. Future state: Access to President’s email.
• Arranges complex domestic and international travel.
• Plans, coordinates, and ensures the President 's schedule is up to date at all times and contains a high level of detail to effectively keep the President well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Reviews and prioritizes incoming email, phone and intercompany correspondence based on schedule and ensures critical issues are addressed in a timely manner.
• Serves as both an internal and external "gatekeeper" and "gateway" of the President’s availability as appropriate.
• Serves as a point of contact for internal and external constituencies on matters pertaining to the Office of the President.
• Communicates and interacts on behalf of the President with his direct reports, Executive Leadership, clients, vendors and partners, internal and external constituents, and others, on matters related to President's initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature; Determines appropriate course of action.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive’s ability to effectively lead.
• Composes and prepares routine and complex reports, correspondence and presentations that are sometimes confidential.
• Manages a variety of special projects independently or as part of a team, some of which may have organizational impact.
• Organizes and maintains intuitive electronic and paper files systems for correspondence and records, including highly confidential information.
• Ensures all administrative tasks for the President and the staff’s deliverables are tracked, achieved, and received in a timely manner.
• Organizes and submits expense reports in a timely manner.
• Collaborates as appropriate with the other Executive Assistants.
• Maintains discretion and confidentiality in relationships with Executive Leadership.
• May be asked to assist with the President’s personal needs.
• Flexible working arrangement: however, will require atypical hours at times to support the President when traveling.
• Strong sense of urgency. Can self manage and prioritize. Makes decisions based on communicated preferences.
  
  

Education & Experience

• Associate degree required. Bachelor's degree strongly preferred.
• Minimum 5-7 years of experience supporting Executive-level “C-Suite” leaders for a large global company.
• Strong interpersonal skills, emotional maturity, and the ability to build relationships with stakeholders, including staff, board members, and external partners.
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response.
• Possess the ability to exercise good judgment in a variety of situations and often ambiguous environments, with expert level written and verbal communication, administrative, and organizational skills.
• Takes a proactive approach to problem-solving with strong decision-making capability and assess opportunities and proposes solutions.
• Works independently on projects from conception to completion and effectively works under pressure to handle a wide variety of activities and confidential matters with discretion; maintains a realistic balance among competing priorities.
• Possess advanced organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with superb attention to detail.
• Achieves performance goals and meets / exceeds deadlines in a fast-paced global environment.
• Prepares executive level presentations, memos, and general correspondence.
• Discretion and Professionalism in all interactions.
  
  

Travel Requirements

Travel up to 25%

What We Offer

Freeman provides benefits that aim to empower our people and their families to thrive mentally, physically, and financially. These are a handful of the types of programs and benefits our full-time people may be eligible for. There may be some variances in specific benefits across regions.

• Medical, Dental, Vision Insurance
• Tuition Reimbursement
• Paid Parental Leave
• Life, Accident and Disability
• Retirement with Company Match
• Paid Time Off
  
  

Diversity Commitment

At Freeman, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.