About Palabra Media
Palabra Media is a multicultural marketing agency based in Phoenix that helps brands connect with diverse audiences, with a focus on Hispanic communities. Our work includes marketing strategy, advertising, public relations, social media, video production, web design, and bilingual content.
About the Role
We are looking for an organized, proactive Executive Assistant to support our President and Chief Marketing Officer, Joshua Molina.
The President’s schedule spans agency leadership, client relationships, business development, speaking engagements, and community involvement. You will help keep those commitments organized, prepare him for meetings, and make sure important details and follow-ups move forward.
This role is ideal for someone who anticipates needs, communicates clearly, exercises good judgment, and takes ownership without waiting for step-by-step instructions.
Key Responsibilities
- Manage the President’s calendar, prioritize appointments, and resolve scheduling conflicts.
- Coordinate meetings with clients, prospective clients, partners, team members, and community organizations.
- Protect time for strategic work while accommodating changing priorities.
- Confirm meeting details and ensure relevant materials are ready in advance.
- Help organize and prioritize email, flag urgent items, and draft responses for review.
- Track commitments, deadlines, and follow-ups so opportunities and requests do not fall through the cracks.
- Prepare meeting agendas, capture action items, and coordinate next steps.
- Communicate professionally on behalf of the President when authorized.
- Coordinate with the internal team on proposals, agreements, presentations, invoices, and other materials requiring the President’s input.
- Maintain organized contact records, documents, and task lists.
- Help prepare background information and briefing notes for client and business development meetings.
- Track outstanding decisions and bring them forward with the context needed to act.
- Coordinate logistics for speaking engagements, interviews, networking events, and community commitments.
- Manage requests for bios, headshots, presentation materials, and event information.
- Arrange travel and prepare clear itineraries.
- Support event preparation and occasional on-site coordination.
- Handle sensitive business and personal information with discretion.
- Assist with expenses, records, and other executive administrative needs.
- Identify practical ways to improve organization and reduce administrative work.
Qualifications
- Experience as an executive assistant, administrative assistant, project coordinator, or in a comparable support role.
- Strong organizational skills and the ability to manage several priorities at once.
- Excellent written and verbal communication.
- Attention to detail and consistent follow-through.
- Sound judgment when handling confidential information and competing requests.
- Comfort using Google Workspace, calendar tools, spreadsheets, and task management platforms.
- Ability to work independently while staying closely connected to the President and agency team.
- Professional, approachable communication with clients, executives, and community partners.
Preferred Qualifications
- Bilingual English and Spanish.
- Experience supporting a founder, president, or senior executive.
- Familiarity with marketing agencies, professional services, or community organizations.
- Experience coordinating events, travel, or speaking engagements.
- Familiarity with CRM systems and AI tools for administrative productivity.
What Success Looks Like
The President is prepared for meetings, his calendar reflects his priorities, and commitments are consistently tracked through completion. Clients, partners, and team members receive timely responses, and the agency can rely on you to keep details organized as plans change.