Administrative Assistant - Advertising

Spotify’s Advertising Sales team is seeking an Administrative Assistant to support two senior Sales leaders and help the organization operate efficiently. The role focuses on executive support, scheduling, travel, expenses, and logistics to ensure smooth internal operations and polished client interactions.

• Manage and prioritize complex executive calendars, scheduling internal and external meetings across multiple time zones.
• Anticipate scheduling conflicts and proactively resolve them using sound judgment.
• Prepare agendas and meeting materials, and track follow-ups and action items.
• Coordinate end-to-end business travel including flights, hotels, ground transportation, and detailed itineraries.
• Handle travel changes and disruptions calmly and efficiently.
• Support travel documentation needs, including visas and business travel requirements.
• Submit and reconcile expenses through company systems, process invoices, and support operating expense tracking.
• Coordinate conference rooms, meeting technology, and office logistics in partnership with IT and facilities.
• Serve as a point of contact for vendors and cross-functional stakeholders.
• Coordinate logistics for client events, sponsorships, hosted experiences, and guest visits to deliver a polished brand experience.

• 3+ years of experience supporting senior leaders in a fast-paced, dynamic environment.

• Strong organization skills with the ability to prioritize competing demands while maintaining attention to detail.

• Clear and professional communication with executives, team members, clients, and external partners.

• Confidence managing complex scheduling across time zones and diverse stakeholder groups.

• Experience booking detailed travel and adjusting plans quickly as circumstances change.

• Comfort with expense reporting, invoice processing, and basic budget/operating expense tracking.

• Discretion, integrity, and sound judgment when handling sensitive information.

• Proactive, solutions-oriented approach with strong anticipation of needs.

• Ability to build and edit presentations (Keynote, Google Slides, PowerPoint) and work in spreadsheets (Excel, Google Sheets).

• Experience with Salesforce or a similar CRM, or willingness to learn.

• Location: based in New York City.

• Hybrid flexibility: some in-person meetings; expected to come into the office 2-3 times per week with flexibility to work from home.

• Compensation: US base salary range $52,634 to $75,192 per year plus equity.

• Benefits: health insurance, six-month paid parental leave, 401(k) retirement plan, monthly meal allowance, 23 paid days off, 13 paid flexible holidays, and paid sick leave.