Executive Assistant (Marketing Org)

POS-33349

HubSpot’s Marketing organization is responsible for building the brand, creating demand, deepening customer connection, and helping millions of businesses grow better. We’re looking for an Executive Assistant to join our Marketing team who is passionate about providing world-class support to senior leaders and enabling a high-performing, connected organization.

This role will provide high-touch, proactive support to 3–4+ Marketing Vice Presidents, helping them operate effectively across a dynamic, highly cross-functional organization. The Executive Assistant will report to the Chief of Staff to the CMO and work closely with two other Executive Assistants on the Marketing team to provide coordinated coverage, share best practices, and deliver a seamless executive-support experience.

Success in this role requires exceptional prioritization, time management, and judgment. This person will expertly manage a complex portfolio of executive calendars, constantly assessing competing requests, anticipating conflicts, and making thoughtful tradeoffs to protect leaders’ focus and ensure their time is aligned to the highest-impact business priorities. The ideal candidate is proactive, highly organized, and resourceful, with a demonstrated ability to stay ahead of shifting priorities, operate calmly under pressure, and create leverage for senior leaders in a fast-paced environment.

In this role, you’ll get to:

• Manage complex, high-volume calendars, travel, and incoming and outgoing meeting requests for 3–4+ Marketing Vice Presidents. Proactively prioritize requests, resolve scheduling conflicts, protect executive focus time, and ensure leaders are prepared for their highest-impact internal and external engagements.
• Partner closely with the Chief of Staff to the CMO and two Marketing Executive Assistants to coordinate executive coverage, align on team priorities, share best practices, and ensure continuity during absences or high-volume periods.
• Partner with the EA’s in planning and executing All Team meetings, AMAs, leadership meetings, planning sessions, and team offsites. This may include agenda ownership, logistics coordination, speaker management, content collection, and run-of-show support.
• Process expense reports, open and manage purchase orders, and support other administrative workflows with accuracy and timeliness.
• Handle sensitive information, executive communications, and high-priority requests with appropriate discretion, professionalism, and sound judgment.
• Identify opportunities to improve administrative processes, team communications, meeting rhythms, and operating practices across the Marketing organization.
• Serve as a trusted representative of Marketing leadership, creating a thoughtful and seamless experience for employees, customers, partners, and external contacts.

We are looking for people with:

• 3+ years of progressive Executive Assistant, senior administrative support, or equivalent coordination experience, including direct support for VP, SVP, or C-suite-level leaders in a fast-paced, high-growth, or otherwise complex organization.
• English proficiency is required as you will need to communicate with U.S.-based colleagues, prepare correspondence in English, and coordinate across international teams.
• Ability to work and support stakeholders during the standard US Eastern Coast working hours of 9:00 AM EST-5:00 PM EST.
• Flexibility to support occasional needs outside of core business hours.
• Experience supporting multiple senior leaders simultaneously—ideally a portfolio of 3–4+ VP-level executives—while managing multiple time zones, competing priorities, complex calendars, travel, and high-stakes meetings with accuracy, discretion, and independent judgment.
• Demonstrated success managing complex, high-volume calendars, frequent travel, executive meeting preparation, and competing stakeholder needs.
• Ability to act as a trusted partner and strategic gatekeeper: proactively prioritizing requests, anticipating scheduling conflicts, protecting executive focus time, and exercising sound independent judgment.
• Experience working collaboratively within an Executive Assistant team, including coordinating coverage, communicating clearly, and maintaining a consistent support experience across an executive portfolio.
• Proven experience coordinating leadership meetings, All Team meetings, offsites, customer events, and other high-visibility virtual, hybrid, and in-person programs.
• Exceptional discretion and experience handling confidential organizational, people, financial, and business information.
• Experience processing expenses, purchase orders, invoices, vendor payments, and other administrative financial workflows.
• Exceptional written and verbal communication skills, with the ability to engage confidently with employees at all levels of HubSpot, including executives, customers, partners, and external vendors.
• Ability to work independently, anticipate needs, take a proactive approach to problem-solving, and operate effectively with minimal direction.
• Comfort with ambiguity and the ability to remain calm, resourceful, and adaptable when priorities shift.
• Proficiency in Google Workspace, along with comfort learning and navigating evolving AI tools and technologies.
• A commitment to fostering a collaborative, inclusive, and people-first employee experience.