Executive Assistant

The Company

Hearts & Science has been inspired by confident marketers seeking business advantage in a world of personalized digital marketing, where CRM and addressable channels converge, and decisions must be made in real time to aggregate effective reach and deliver the right message at the right time.

Designed to inform brand strategies with real-time insights, Hearts & Science is a data-driven marketing agency with expert media planning and buying capabilities, among other services that include shopper marketing, marketing innovation and content activation.

Executive Assistant to Client Business Lead

About The Role

We are looking for an organized, proactive, and positive Executive Assistant to support the Client Business Lead — CBL — The role will be integral to the day to day operations of the team, driving coordination and cohesion across multiple stakeholders

This is a great opportunity for someone who enjoys being highly organized, solving problems, coordinating across teams, and helping others use their time well. You do not need to have supported a C-suite executive before, but you should be comfortable managing multiple priorities, communicating professionally, and learning how to operate in a fast-paced, global business environment.

In this role, you will work closely with the CBL to support day-to-day scheduling, travel, expenses, meeting coordination, and light project management. You will also help support by coordinating meetings, logistics, follow-ups, and key team activities. The right person will be dependable, detail-oriented, calm under pressure, and willing to jump in to help. You will need to be comfortable communicating with people at different levels of the organization, including senior leaders, client teams, and external partners, always with professionalism and discretion.

What You’ll Do

Your responsibilities will include, but are not limited to:

• Calendar management: Help manage a busy calendar, including scheduling internal and external meetings, resolving conflicts, and coordinating across different time zones.
• Travel coordination: Book travel and accommodation for the CBL, including flights, hotels, transport, and itineraries. The CBL travels regularly, so you will help ensure travel is well organized, cost-conscious, and aligned with company policy.
• Expense management: Prepare and submit expense reports in a timely and accurate manner, including tracking receipts, reconciling charges, and managing expenses across currencies where needed.
• Meeting coordination: Support regular leadership meetings, team check-ins, and client-related meetings by scheduling attendees, setting up rooms or video links, helping gather materials, and tracking follow-ups where appropriate.
• Client and stakeholder support: Help coordinate logistics for senior client meetings, leadership summits, external events, and industry activities, ensuring details are handled professionally.
• Event and logistics support: Assist with planning internal meetings, client dinners, team events, and leadership sessions, including room bookings, catering, IT support, materials, and other logistics.
• Communication support: Help manage requests coming into the CBL’s office, respond or redirect where appropriate, and communicate clearly and professionally with internal and external contacts.
• Visitor support: Meet and greet visitors when needed, helping create a welcoming and seamless experience.
• Hiring and onboarding coordination: From time to time, help schedule interviews and support onboarding logistics for new team members.
• Office and administrative support: Occasionally help with office-related tasks such as ordering IT equipment, stationery, or other supplies needed by the CBL or leadership team.
• Light project coordination: Support internal projects by helping track timelines, follow-ups, action items, meeting notes, or simple research. This may include internal communications, team engagement activities, or coordination for leadership events.
  
  

What You’ll Bring

We are looking for someone who is enthusiastic, organized, and eager to learn. You should enjoy helping things run smoothly and being the person others can count on to follow through.

You May Be a Strong Fit If You

• Have experience in an administrative, team coordinator, office support, project coordinator, or assistant role.
• Are highly organized and able to manage multiple tasks at once.
• Are comfortable managing calendars and scheduling meetings, or are eager to build this skill further.
• Can communicate clearly, professionally, and warmly by email, chat, phone, and in person.
• Are detail-oriented and take pride in getting things right.
• Can stay calm and flexible when priorities change.
• Are comfortable working with people across different teams, levels, and time zones.
• Understand the importance of confidentiality and good judgment.
• Are proactive and willing to ask questions, flag issues early, and look for solutions.
• Are comfortable using common workplace tools such as Outlook, Teams, PowerPoint, Excel, and expense or travel platforms — or are willing to learn.
  
  

Key Responsibilities

Executive Support

• Manage and maintain the CBL’s calendar, helping schedule meetings in a way that makes the best use of their time.
• Coordinate travel from start to finish, including flights, hotels, ground transport, itineraries, and any required travel documentation, such as visas.
• Help prepare for meetings by coordinating agendas, gathering materials, booking rooms, and arranging any needed technology or catering.
• Help prioritize and organize incoming requests, ensuring people receive clear and timely responses.
  
  

Client and Stakeholder Coordination

• Support the logistics of client meetings and external engagements.
• Coordinate with internal teams to ensure meetings are well prepared and run smoothly.
• Help build positive, professional relationships with clients, external partners, and internal stakeholders.
  
  

Communication and Team Coordination

• Support communication between the CBL and key contacts with professionalism, discretion, and attention to detail.
• Coordinate leadership team meetings, conference calls, and broader team communications across time zones.
• Help track follow-ups and next steps from meetings when needed.
  
  

Administrative Support

• Submit expense reports accurately and on time.
• Track receipts, reconcile charges, and support expenses involving travel, overseas fees, or different currencies.
• Arrange meeting logistics including rooms, Teams links, catering, IT support, visitor access, and materials.
  
  

Light Project Coordination

• Help track timelines, action items, deliverables, and progress updates for priority initiatives.
• Support coordination across internal teams to help projects move forward.
• Assist with internal events, leadership meetings, engagement moments, and simple research or communications tasks.
  
  

About You

We are looking for someone with strong organizational instincts, a positive attitude, good judgment, and a willingness to learn.

You will succeed in this role if you are someone who:

• Likes being organized and helping others stay on track.
• Notices the details that make meetings, travel, and events run well.
• Follows through on commitments.
• Communicates clearly and kindly.
• Is comfortable asking questions when something is unclear.
• Can adapt when plans change.
• Takes pride in being reliable, helpful, and solutions-oriented.
  
  

LI-KW1

This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on relevant experience, other job-related qualifications/skills, and geographic location (to account for comparative cost of living). The Company reserves the right to modify this pay range at any time. For this role, benefits include: health insurance, vision insurance, dental insurance, 401(k), Healthcare Flexible Spending Account, Dependent Care Flexible Spending Account, vacation days, sick days, personal days, paid parental leave, paid medical leave, and STD/LTD insurance benefits.

Compensation Range

$60,000—$110,000 USD

This role is hybrid, requiring three (3) days per week in the office. The remaining two (2) days may be worked remotely. Specific in-office days will be discussed during the interview process, with flexibility to align with team needs. Please note that the number or required in-office days may be adjusted over time, potentially increasing the number of required in-office days based on business needs.

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