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…