Role: Project Manager 1
Location: Austin, TX
Duration: Contract
Job Description:
Position Overview
The Project Manager, Administration will serve as a critical support function within the Chief Marketing Officer's (CMO) office, working alongside the Senior Executive Assistant to ensure seamless operations and exceptional executive support. This role is designed to accelerate administrative operations while fostering a collaborative partnership with key stakeholders who support the CMO, including the CMO’s Executive Communications Leader and Chief of Staff. This role reports to the CMO's Chief of Staff. This position offers an exceptional opportunity to develop expertise in executive support within a Fortune 100 environment.
Key Responsibilities
Email & Communication Management
• Actively monitor, triage, and draft responses to the CMO's incoming email, prioritizing by urgency and strategic importance
• Develop institutional knowledge of key stakeholders, communication preferences, and recurring topics to anticipate needs
• Maintain email templates and standard response protocols in collaboration with the Senior EA
• Flag critical or sensitive communications requiring Senior EA or CMO attention
• Manage email escalation protocols to ensure nothing falls through the cracks
Calendar & Travel Logistics Support
• Coordinate scheduling across multiple stakeholders and time zones, focusing on critical external meetings requiring the CMO’s attention
• Support calendar optimization, block management, and recurring meeting administration in concert with the Senior EA
• Assist the Senior EA with travel arrangements including flights, accommodations, ground transportation, and expense management
• Assist the Senior EA and Chief of Staff with preparation of pre-meeting materials, agendas, and executive summaries for travel days
• Coordinate logistics for offsite events, conferences, and executive forums
Cross-Functional Collaboration & Partnership
• Proactively identify bottlenecks and propose process improvements to streamline operations
• Maintain transparent communication about workload distribution and support needs
• Support Senior EA during high-demand periods while maintaining professional boundaries around role expectations
Administrative Operations
• Support meeting preparation, note-taking, and follow-up action items
• Manage office supplies, vendor relationships, and facility coordination needs
• Assist with special projects and ad-hoc initiatives as assigned by the Chief of Staff
Required Qualifications
• 2-4 years of administrative experience in a corporate, legal, consulting, or similarly fast-paced environment
• Exceptional organizational and project management skills with ability to juggle competing priorities
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and calendar management systems
• Superior written and verbal communication with discretion and diplomacy
• Strong attention to detail with high accuracy standards and ability to catch errors/inconsistencies
• Proactive problem-solving mindset with ability to anticipate needs before being asked
• Emotional intelligence and ability to work collaboratively in a high-pressure environment
• Willingness to learn executive-level operations and business acumen
• Demonstrated ability of ensuring confidentiality
Preferred Qualifications
• Experience supporting executive leadership (C-level or senior management) in a Fortune 500/100 company
• Familiarity with marketing industry terminology, metrics, and stakeholder landscapes
• Experience with enterprise project management or CRM tools
• Background in travel coordination and expense management
• Certification in executive administration or business management
• Knowledge of external communications strategy and executive branding
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