MARKETING ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

A marketing department with no one managing the calendar, vendor contracts, and campaign logistics will miss deadlines it cannot recover from. That gap is what the Marketing Administrative Assistant closes. This role sits within the marketing function of a mid-to-large corporate organization, reporting to a Marketing Director, VP, or Head of Marketing, and owns the operational layer that keeps campaigns, budgets, and internal communications moving on schedule. Supporting anywhere from five to eight marketing professionals at once, the work demands equal command of confidential budget data and client-facing correspondence.

Supporting five to eight professionals looks like admin work, but the day-to-day accountabilities behind the title clarifies the real scope.

As the Marketing Administrative Assistant, you keep the corporate marketing team operationally sound by managing executive calendars, coordinating vendor contracts and purchase orders, and ensuring that every campaign meets its documentation and delivery requirements. You sit within a marketing department that spans brand, communications, and demand generation, providing direct support to senior leaders while serving as the connective layer between internal teams and external vendors.

Career Impact: Proficiency in managing purchase orders, contract renewals, and multi-director calendars in a corporate marketing environment builds the operational credibility that distinguishes a Marketing Coordinator candidate from peers who lack budget exposure.

Business Impact: When vendor payments are late, campaign materials miss conferences, or a VP's schedule conflicts go unresolved, the marketing team's output suffers measurably - this role prevents those outcomes for a department serving both internal stakeholders and external clients.

Growth Opportunity: The cross-functional exposure gained here, spanning CRM administration, event logistics, and executive communications, accelerates the path to a Marketing Coordinator or Marketing Operations Manager title within two to four years.

• Coordinate executive calendars, travel arrangements, and expense reports for Directors and senior marketing leadership to ensure daily operational continuity.
• Manage vendor setup, purchase order requisitions, invoice processing, and contract renewals to keep the department's budget records accurate and current.
• Maintain the CRM database by updating prospect and client records, tracking outreach activity, and flagging data gaps for the marketing team.
• Develop and distribute internal presentations, meeting agendas, memos, and correspondence on behalf of marketing leadership.
• Coordinate logistics for marketing events, trade shows, off-sites, and conferences, including venue research, vendor negotiations, and materials shipping.
• Administer marketing campaign documentation by scheduling assets, maintaining content libraries, and archiving files in shared drives.
• Monitor and route communications across multiple inboxes, distributing meeting notes, follow-up action items, and call logs to the appropriate team members.
• Support supply ordering, inventory management, and marketing production center operations to maintain readiness for proposal and collateral production.

Listing CRM and invoice duties alone won't show impact, so resume framing for these duties covers what most candidates skip.

• Bachelor's degree in Business Administration, Marketing, or a related field, or equivalent work experience.
• 2 or more years of administrative experience supporting marketing or corporate teams, with demonstrated calendar and vendor management responsibilities.
• Proven ability to handle confidential information, including budget data, acquisition discussions, and personnel matters with consistent discretion.
• Strong written and verbal communication skills, including the ability to draft memos, correspondence, and presentations for senior leadership review.
• Demonstrated organizational ability to manage competing deadlines across multiple professionals simultaneously without loss of accuracy.
• Experience maintaining a CRM or contact database, including data entry, record updates, and basic reporting.
• Proficiency with productivity suites including word processing, spreadsheet, presentation, and calendar applications.
• Ability to travel occasionally and adapt to shifting priorities in a deadline-driven environment.

What counts as strong CRM experience shifts with seniority, and the competencies this role requires draws that line.

• Prior experience in a corporate marketing department supporting a VP, Director of Practice Growth, or equivalent senior leader.
• Familiarity with marketing automation workflows, content management systems, or campaign management platforms.
• Background coordinating promotional events, scientific or industry conferences, or executive-level off-sites.
• Working knowledge of accounts receivable processes or basic financial reporting to support budget tracking and accruals.

• On-time invoice and purchase order processing rate, reflecting how reliably vendor payments clear without escalation.
• Calendar conflict rate for supported executives, measuring how often scheduling errors require same-day rescheduling.
• CRM record accuracy percentage, based on periodic audits of contact data completeness and update recency.
• Campaign documentation completion rate, tracking whether all required assets and approvals are filed before launch.
• Event logistics delivery score, measured by whether venue, materials, and attendee confirmations are confirmed by stated deadlines.
• Typical tools: Office productivity suite (commonly Microsoft 365 or Google Workspace); CRM platform (commonly Salesforce or Microsoft Dynamics).

KPI expectations vary by department size and industry, and salary benchmarks and certification paths for this role maps the common baseline.

• Base Salary Range: $42,000 to $58,000 annually, varying by market and seniority
• Bonus: Discretionary annual bonus of 5 to 8 percent of base salary
• Equity: Not typically offered at this level in corporate marketing roles
• Health Benefits: Medical, dental, and vision coverage; employer contributes to premium
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: Professional development stipend, hybrid schedule consideration, commuter benefits

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion is required as a condition of employment for this role, given regular access to confidential budget and vendor contract information. All qualified applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to applicants and employees with disabilities throughout the hiring process and in the performance of job duties. Candidates must be authorized to work in the United States.

Match CRM to a resume that moves you to the screening stage.

Embedded within the OWN Marketing department, the Marketing Administrative Assistant manages day-to-day administrative tasks and continuous process improvement while providing direct support to the Head of Marketing and marketing teams. Working closely with executives, internal departments, and external partners, this role keeps the department running smoothly and enables leadership to focus on high-impact strategic priorities.

Core Functions

• Support the Head of Marketing with administrative duties to help with flow of information, plans, and activity to keep the marketing department running smoothly.
• Prep, print, and distribute requisite documents prior to start of meetings, and participate as a note-taking contributor, distributing meeting notes and follow-up deliverables as needed.
• Manage heavy phones, handle and direct messages, and update and distribute call log.
• Book and coordinate all aspects of business travel, including travel itineraries and marketing team travel calendar.
• Coordinate the Head of Marketing's schedule, including meetings, video conferences with internal and external stakeholders, and actively manage complex calendar.
• Create and manage highly visible presentations for the executive team, internal departments, production companies, and outside partners.
• Compile and submit expense reports, and maintain accurate and up-to-date contact databases and various other administrative tasks.
• Handle confidential information and assist with other marketing department support as needed.

Qualifications & Experience

• BS/BA degree or equivalent level of practical experience.
• 2-4 years of assistant experience, with Entertainment, Television, Marketing, Radio, and/or Agency industries preferred.
• Experience supporting a senior-level executive with a 360-degree approach.
• Knowledge of corporate organization and ability to navigate and understand business practices and tools.
• Proficiency with MS Suite, Outlook, Apple/Mac, and Google Docs, with Adobe Suite or other design platforms a plus.
• Hands-on working knowledge of social media platforms, including Facebook, Twitter, Instagram, and YouTube.
• Operate with the utmost discretion, confidentiality, maturity, courtesy, patience, and self-confidence.
• Detail-oriented, proactive, adaptable, and flexible, with a strong ability to prioritize, problem solve, and make decisions quickly.
• Strong people skills with demonstrated ability to work exceptionally well with executives, staff, and external associates at all levels.
• Available to answer some emails and calls on weekends and evenings.

Reporting to company Directors, the Marketing Administrative Assistant shapes daily operations and administrative coordination for a gym, with responsibilities spanning social media content creation, customer service, and promotional event support. Partnering directly with clients, suppliers, and internal leadership, this role enables the smooth functioning of the company and contributes to its long-term growth goals.

Primary Duties

• Undertake daily operations and administrative tasks to ensure the functionality and coordination of the Company's activities.
• Deliver customer service, front desk duties, and appointment management.
• Employ marketing analytics techniques to gather important data, including social media, web analytics, and rankings.
• Develop social media calendar and create videos and photos for branding, marketing, and promotional purposes.
• Assist in organizing and attending promotional events and traditional or digital campaigns to facilitate their success.
• Prepare and deliver promotional presentations.
• Compose and post online content on the company's website and social media accounts, and write marketing literature such as brochures and press releases.
• Communicate directly with clients, manage suppliers and procurement, and assist Directors with schedule and appointments.

Skills & Qualifications

• Proven experience in customer service and marketing-related roles.
• Good understanding of marketing principles, promotional strategies, and market research techniques.
• Demonstrable creativity in content creation for digital media platforms, with basic skills in video taking, editing, and photography required.
• Knowledge of video and photo editing software.
• Knowledge of operations and basic marketing/sales a strong advantage.
• Excellent knowledge of MS Office, including Word, Excel, and PowerPoint.
• Excellent interpersonal and communication skills with good command of English.
• Well-organized with a customer-oriented approach and demonstrable ability to multi-task and adhere to deadlines.

Sitting at the intersection of marketing and retail operations, the Marketing Administrative Assistant supports a diversified family-owned business through social media management, digital and print material design, and direct customer service at point-of-sale. Operating across daily marketing tasks, vendor communications, and multi-channel content production, this role sustains the brand presence and operational flow of a year-round retail and seasonal business.

Duties

• Collaborate with the Marketing Manager on a daily basis.
• Post several times a week on company social media platforms and regularly check and respond to comments and messages.
• Capture images and videos for various marketing purposes.
• Analyze and interpret digital marketing reports on a monthly basis.
• Communicate with third-party marketing companies for marketing projects.
• Plan, design, and edit digital and print marketing materials.
• Answer multiple phone lines, route calls, and take product orders.
• Monitor various email inboxes, run errands, and handle supply ordering.
• Attend to walk-in customers and guests with top-notch customer service, and run the point-of-sale cash register.

Requirements

• Bachelor's degree in a relevant field preferred.
• Minimum of 1-3 years of relevant marketing and/or administrative experience.
• Polished computer skills, including Microsoft Word, Excel, Outlook, and Google Drive.
• Photoshop/InDesign, Canva, or any desktop publishing experience preferred.
• Experience with website updating, maintenance, and copywriting.
• Social media savvy with a good sense of current trends and social networking tactics.
• Strong verbal and written communication skills.
• Demonstrable ability to multi-task and adhere to deadlines, with willingness to help other departments and flexibility to work overtime during peak season.

A key member of the sales and marketing operations team, the Marketing Administrative Assistant builds and manages the full lifecycle of podcast advertising campaigns, from proposal preparation and insertion order review to campaign scheduling and CRM updates. Collaborating across internal sales teams and external publisher groups, this role enables accurate, on-time campaign delivery that directly supports client satisfaction and business growth.

Functions

• Assist in the preparation of podcast advertising proposals and client presentations, including managing interaction with publisher groups to clarify rates and advertisement requirements.
• Develop and review insertion orders for accuracy and manage the approval process internally and with clients.
• Manage copy distribution for client campaigns based on contract terms and publisher requirements, and review with sales personnel and clients when applicable.
• Ensure all required advertisement campaign documentation is completed and schedule campaigns using internal campaign management tools.
• Communicate effectively with internal teams and external clients on performance and delivery of campaigns.
• Review ad campaigns to ensure they are working as planned and troubleshoot and resolve any issues as they arise.
• Manage and update prospect and client information in the company CRM.
• Assist with conference travel and planning.

Experience & Qualifications

• College degree required.
• 3-5 years of experience in a professional office setting.
• 1-2 years of experience interacting with clients.
• Must be proficient in all Microsoft and Google applications, especially Excel and PowerPoint.
• Strong professional verbal and written communication skills.
• Ability to multi-task, prioritize, and organize effectively.
• Strong people and relationship management skills.
• Detail-oriented and organized.

Consistent client retention and successful event coordination depend on the Marketing Administrative Assistant, who supports the Sales and Marketing team by processing contracts, designing social media content through Canva, and acting as a liaison between Sales Managers and clients. Based within a resort environment, this role enables seamless event execution and strengthens client relationships across the full sales and marketing function.

Accountabilities

• Support the Sales team by answering client calls and emails to assist with leads.
• Assist with processing Sales contracts, resumes, proposals, and meeting estimates.
• Create and communicate banquet event orders and resumes to various departments.
• Work with the marketing company to design and assist with creative content.
• Work closely with other departments to help coordinate events.
• Provide weekly/monthly updates on social media and create content for all departments through Canva.
• Act as a liaison between Sales Managers and clients.
• Perform related responsibilities as requested by a manager at any time.

Technical Qualifications

• Bachelor's degree with a minimum of 2 years of admin experience preferred.
• Marketing and social media experience required.
• Strong interpersonal and communication skills with attention to detail.
• Must be creative, outgoing, enthusiastic, and flexible, with a polished and professional relationship-building approach.
• Computer proficiency in Microsoft Office required, with knowledge of Opera PMS helpful.
• Must be able to read, write, and speak English fluently.
• Must be able to work a flexible schedule, including nights, weekends, and holidays as necessary.

As the Marketing Administrative Assistant, this role supports a philanthropy-focused foundation by creating branded visual collateral across print, digital, events, and social platforms while managing the organization's website and social media presence. The marketing team relies on this work to uphold brand standards, execute the firm's content vision, and sustain its outreach to the communities it serves.

Activities

• Support the marketing team with all administrative work, including coordination of travel, meeting coordination, and managing emails and correspondence.
• Collaborate with the team to execute the vision of the firm in both print and digital content.
• Manage meeting and event coordination and handle all logistical planning.
• Create branded visual collateral for print, digital, events, social, internal communications, and reports.
• Ensure brand standards are defined and followed across media and campaigns.
• Expand and manage the social media presence of the firm on new and existing platforms.
• Manage the website and create visual content that keeps it fresh and reflective of the organization.

Position Requirements

• Bachelor's degree.
• 1-3 years of experience creating visual content for digital platforms and print materials.
• Expert in Adobe Creative Cloud, including Photoshop, InDesign, and Illustrator, with web design skills a plus.
• Intermediate experience with photography equipment and film editing software.
• Proficient in Microsoft Office products.
• Familiarity with MailChimp and Hootsuite.
• Excellent written and verbal communication skills.
• Some travel required.

Marketing Administrative Assistant leads client insights programs, photography coordination, and multi-channel campaign support across a professional services firm, serving internal and external clients within the marketing team. Success in the position means managing Outlook inboxes, coordinating company-wide events such as the annual United Way campaign, and delivering proactive, high-quality operational support that keeps the marketing function running effectively.

Operational Focus

• Administer the Opus client insights gathering program according to established process, organizing, scheduling, tracking, managing, logging client outreach and responses, gathering testimonials, and participate in continuous improvement to the process.
• Lead and implement final project and associate portrait photography process, including scheduling, tracking, image library, and coordinate photo and video release tracking.
• Support marketing communication programs by posting and/or publishing internal communications through various digital channels.
• Support creation, implementation, and database management of marketing campaign programs and related materials for both internal and external campaigns.
• Assist with branding efforts externally and internally, brand execution within offices, and manage stationery program orders, including business cards and annual holiday card program.
• Support inventory management and distribution of marketing materials to regional offices, and support Opus Project Library content management and maintenance.
• Manage multiple Outlook inboxes and related communications, and assist with ad hoc DEI and Covid-19 Response Team communication needs.
• Assist with coordination and/or execution of company-wide events, including quarterly business updates, annual United Way campaign, and annual Founder's Day volunteer day.
• Anticipate needs and provide proactive, high-quality support for internal and external clients and for the marketing team, including tracking mailings, phone outreach, vendor inquiries, room set-up, meeting coordination, and supply ordering.

Knowledge, Skills & Abilities

• Associate's degree in a business-related field or equivalent relevant experience.
• 2+ years of related work experience, ideally in a professional support role requiring customer interface, written communication, and team collaboration.
• Proficiency with Microsoft Office products, including Word, Excel, PowerPoint, and Outlook.
• Experience with or ability to quickly learn new tools and programs such as Survey Monkey, MailChimp, and MeetEdgar.
• Customer-first orientation with effective written and verbal communication skills.
• Motivated self-starter with strong organization, time management, attention to detail, and ownership of work.
• Highly collaborative, with the ability to work fluidly within a team across multiple disciplines, manage several projects at once, and discern root causes when receiving multiple points of input.
• Effective interpersonal skills for interaction with a diverse group of clients, vendors, and visitors, remaining calm and constructive in all situations.
• Ability to work efficiently and effectively under pressure while meeting short timelines.

The Marketing Administrative Assistant delivers scheduling, calendar management, and cross-divisional administrative liaison support to Directors and Senior Directors within a Marketing Communications division, with direct coordination across Physician Marketing, Contact Center, and Creative Services departments. Reporting into the Marketing Services department, this role enables accurate record-keeping, timely correspondence, and the general operational continuity the division depends on.

Key Deliverables

• Provide administrative assistance to Directors and Senior Directors in the Marketing Communications division, including scheduling, meeting preparation, filing, answering phones, and ensuring forms are completed accurately.
• Oversee appropriate records maintenance, filing systems, and databases, and manage and maintain up-to-date and accurate calendars.
• Coordinate internal and external meetings and ensure all logistics and meeting agendas are prepared.
• Provide general administrative assistance, including organizing, processing mail, ordering and stocking office supplies, and ensuring proper functioning of office equipment.
• Assist in developing presentations, reports, and other written materials, ensuring all correspondence and documentation is prepared in a timely and accurate manner.
• Serve as administrative liaison among the divisions of Physician Marketing, Marketing Communication, Contact Center, Creative Services, Entity Marketing Departments, and the CMO's office.
• Provide support for special projects and cross-coverage of administrative support as needed, communicating effectively with a variety of constituents.

Professional Experience

• H.S. Diploma/GED required, Bachelor's degree preferred.
• 2+ years of administrative experience required.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Organizational and detail-oriented skills.
• Ability to set priorities, organize tasks, and work independently.
• Must be able to maintain effective work relationships at all levels and communicate effectively in written, verbal, and mathematical formats.
• Initiative, good judgment, and ability to work in a fast-paced environment with changing priorities.

Embedded within a scientific marketing team, the Marketing Administrative Assistant owns content calendar development, CRM maintenance, and cross-channel campaign coordination for scientific meetings, conferences, and distributor initiatives. Working closely with the Marketing Coordinator and Business Development team, this role advances the organization's marketing reach by keeping communications accurate, timely, and aligned with industry best practices.

Areas of Ownership

• Develop and maintain a content calendar and communications content plan for marketing campaigns, activities, and events.
• Plan and prepare focused content schedules for publication across different media channels, including social media, email, best practice guides, brochures, newsletters, and merchandise.
• Coordinate requirements for promotional material for scientific meetings and conferences, and support the Marketing Coordinator and Business Development team by coordinating and collating content for distributor campaigns.
• Assist with workflow creation for planned marketing communications, organize market research for marketing and event campaigns, and evaluate ideas for marketing projects to assess feasibility.
• Assist with organization for events and associated campaigns such as seminars, user groups, marketing events, workshops, and conferences.
• Assist with maintenance of the CRM system, marketing automation tools, content management, including shared drives and content libraries, and maintain up-to-date archives of all marketing files.
• Post marketing updates through internal communication channels and research relevant sources for content such as scientific publications, industry media, and social media outlets.
• Keep up to date with best practices in writing for the web and social media, and carry out other related tasks as required.

Background & Experience

• 2-3 years of experience in marketing and/or sales.
• Background in scientific marketing, promotional, or educational content.
• Knowledge of Microsoft Dynamics CRM and marketing automation tools.
• Effective project, event, and organizational management skills, including time management and prioritization.
• Excellent verbal and written communication skills with a clear, concise writing style.
• Strong research ability, and high level of accuracy and attention to detail.
• Excellent interpersonal skills with the ability to build and maintain relationships and work effectively as a team player.
• Self-motivated, confident, energetic, creative, and able to maintain strict confidentiality.

Reporting to the Marketing Manager, the Marketing Administrative Assistant shapes the client communication experience by serving as the first point of contact for inquiries, maintaining CRM records, and providing bilingual Mandarin and English translation support. Partnering with the Education department and Key Account team, this role enables smooth organizational procedures and supports ongoing lead generation and sales initiatives.

Role Responsibilities

• Act as the first point of contact for customer inquiries, respond in a timely manner, and maintain good communication with prospects.
• Contact customers by phone, email, or WeChat to answer queries and obtain missing information.
• Maintain and update sales lead and customer records in the CRM.
• Support overall sales initiatives, including informing new prospects about KEY seminars, classes, services, and expertise.
• Direct feedback from customers to relevant departments.
• Provide verbal and written translation as needed for communication and marketing purposes in Mandarin and English.
• Facilitate communication between clients, KA, and the Education department.
• Maintain office routine to ensure smooth operations of organizational procedures and assist the Marketing Manager in continuously identifying and improving departmental processes.

Education & Experience

• Post-secondary education in business administration or a related program.
• One to two years of experience in a sales administration role or similar office environment.
• Experience with CRM software, Zoom, and Google Workspace, particularly Spreadsheets.
• Excellent verbal and written skills in both English and Mandarin Chinese required.
• Outstanding organizational and time management skills.

Sitting at the intersection of professional support and marketing operations, the Marketing Administrative Assistant supports 5-8 professionals across calendar management, vendor negotiations, conference logistics, and marketing production center oversight within an A/E/C industry environment. Operating across administrative, financial, and facilities functions, this role ensures smooth day-to-day operations and enables the marketing team to produce high-quality client-facing materials on deadline.

Job Functions

• Provide administrative support to 5-8 professionals, including calendar maintenance, scheduling, filing, expense reports, and travel arrangements.
• Research venues for meetings or events and negotiate with vendors.
• Respond quickly and efficiently to requests for assistance and partner effectively with other administrative staff and senior leaders.
• Generate and organize financial reports.
• Support conferences by supplying project materials to outside printers, internally printing, and shipping support materials for events, and occasionally printing and copying materials for proposal production, including creating labels and FedEx packages.
• Manage supply ordering, stocking, and inventory assessment of marketing production center, and maintain order and appearance of all common marketing areas, production room, files, and brochures.
• File, archive, run occasional errands, travel occasionally, and complete other special projects as assigned.

Required Qualifications

• Associate of Arts, Bachelor of Arts, or Bachelor of Science degree.
• 3+ years in a corporate/professional environment in an administrative role.
• Knowledge of the A/E/C industry.
• Strong proficiency in MS Office Suite and Adobe Acrobat Professional, with familiarity with database software preferred.
• Strong verbal and written communication skills, including grammar and proofreading.
• Professional, organized, client-oriented, deadline-driven, and proven ability to maintain confidentiality.
• Able to anticipate needs, manage multiple competing priorities, and thrive as a self-starter in an environment where leaders often travel.
• Positive team player with a can-do attitude and commitment to quality.
• Physical demands include moving and lifting boxes and standing and sitting for extended periods.

A key member of the management and marketing support team, the Marketing Administrative Assistant builds proposal and pitch materials for new business, manages CRM data integrity, and supports direct mail and digital growth campaigns. Collaborating across internal teams and with external prospects and partners, this role strengthens the agency's client pipeline and enables consistent, organized business development operations.

What You'll Do

• Provide support to Management and Marketing teams in the creation, preparation, and coordination of proposals and pitches for new business.
• Assist with organizing and managing events for the team, partners, and educational webinars.
• Assist with social media management and communication with customers.
• Perform general administrative office duties, including answering phones and triaging support requests.
• Brainstorm new and creative growth strategies and compile materials for direct mail campaigns to prospects and partners.
• Make routine follow-up calls and emails to prospects as needed.
• Work within the CRM software to ensure it is up to date and perform general accounts receivable entries into QuickBooks.

Qualifications & Experience

• 1 year of office administration experience preferred.
• Customer service and bookkeeping experience a plus.
• Familiar with MS Office Suite, Adobe Photoshop, and Illustrator.
• Experience with online/offline marketing, website, and social media management.
• Familiarity with CRM and newsletter programs a plus.
• Exceptional project and time management skills with a highly creative and self-motivated approach.
• Strong writing, editing, and proofreading skills for print and online materials.
• Tech-savvy with the ability to navigate new systems quickly.

Consistent client communication and accurate CRM data maintenance depend on the Marketing Administrative Assistant, who processes insurance contracts, handles inbound and outbound calls, and supports marketing efforts across multiple office locations. Serving as a professional point of contact for clients, this role enables the team to deliver responsive service and maintain organized, up-to-date records across key platforms, including ImageNow and Agent Xcelerator.

Day-to-Day Responsibilities

• Provide support for phone coverage and maintain professional communication with clients and staff.
• Process insurance contracts into the CRM and keep the system updated daily.
• Review important information in computer programs such as ImageNow, Agent Xcelerator, and CRM.
• Assist other marketing efforts in other cities as needed.
• Support administrative tasks around the office.
• Listen to and understand client needs and respond promptly and professionally on behalf of team members through phone calls, emails, and mail.

Skills & Qualifications

• GED, Bachelor's degree, or equivalent industry experience.
• Financial/insurance industry experience preferred.
• Strong experience with MS Office Suite and the ability to learn new software quickly.
• Strong attention to detail with excellent ability to prioritize workflow.
• Excellent written and oral communications with superior client relationship skills.
• Ability to work independently with good time management and critical thinking.
• Ability to handle inbound and outbound calls with ease and confidence.

As the Marketing Administrative Assistant, this role supports a team of commercial real estate brokers by preparing marketing and business materials, coordinating client meetings, managing financial reports, and conducting market research within a billion-dollar national firm. The marketing team relies on this work to maintain consistent client communication and ensure the business development pipeline operates with accuracy and efficiency.

Scope of Work

• Prepare and develop marketing and business materials for the team.
• Coordinate client meetings and manage team members' calendars.
• Conduct market research and input into the database.
• Manage financial reports, billings, and invoices.
• Communicate with clients and prospects daily.

Requirements

• Bachelor's degree required.
• Minimum 2 years of administrative experience supporting a large team.
• Experience background in real estate, commercial, or residential.
• Strong proficiency in Microsoft PowerPoint and Excel.
• Knowledge of InDesign strongly preferred.
• Excellent written and verbal communication skills.

Marketing Administrative Assistant coordinates complex calendars, purchase orders, and high-visibility events for the VP of Electrophysiology Marketing and broader marketing leadership within a medical device environment. The work directly supports customer-facing engagements, budget tracking, and cross-functional collaboration with sales leaders and external customers that the EP Marketing team depends on to operate at the executive level.

Work Activities

• Provide high-level support to the VP by coordinating the calendar, managing meetings, and rearranging calendar events as necessary to support defined priorities, and coordinate travel and expenses for the VP and other marketing leaders.
• Perform general administrative duties for the EP Marketing team, including photocopying, coordinating meetings and appointments, typing, faxing, ordering and maintaining supplies, and arranging travel and mail.
• Manage team purchase orders, invoices, and support budget tracking and accruals.
• Work directly with external customers, sales leaders, and other functions to help organize events and customer meetings, and collaborate with other support positions in and outside of EP.
• Manage communications requiring tact, persuasion, and negotiation skills with individuals representing outside organizations and individuals of significant importance within the company.
• Manage various components of project assignments and arrange highly visible events requiring company resources.
• Develop, document, and administer procedures, and provide guidance and training to others on those procedures.
• Translate complex and technical thoughts into documents such as letters, memos, and presentations by researching subjects and anticipating communication needs.
• Confidentially manage work, ensuring appropriate sharing of non-public company sensitive information, including acquisitions, business strategies, and financial data, and answer questions involving interpretation of policy.

Experience & Qualifications

• Bachelor's degree.
• 5 or more years of executive administrative experience supporting senior management or executives.
• Proficiency in Microsoft Office Suite.
• Excellent organizational, interpersonal, verbal and written communication skills.
• Excellent professional presence and customer service mindset with the ability to operate with the highest level of integrity and professionalism.
• Comfortable working in a fast-paced, team-focused, and evolving environment with ease in adapting to changing priorities.
• Courage, proactive problem-solving, ability to juggle multiple assignments, prioritize, and follow up.
• Ability to work independently and as a team player, with a detail-oriented and self-starter approach.

The Marketing Administrative Assistant delivers end-to-end transaction and marketing support for a real estate team, building marketing materials and social media campaigns for listings while coordinating client events, travel arrangements, and the closing process with lenders, inspectors, and appraisers. Reporting directly to team leadership, this role shapes the client experience throughout each transaction and enables the team to grow its community presence and business pipeline.

Performance Expectations

• Provide outstanding customer service throughout the transaction and communicate regularly with clients to send reminders, check in, and explain each step of the closing process.
• Establish relationships with all third parties, including lenders, inspectors, appraisers, and agents to ensure a smooth closing process.
• Answer client questions, phone calls, and emails in a timely manner and act as a point of contact for complaints or questions.
• Create and implement marketing materials, email blasts, and social media campaigns for listings and for the business.
• Plan and execute client events and schedule appointments, including travel arrangements and company engagements.
• Inform team members regularly about the status of projects and any setbacks or achievements.
• Create and implement data entry protocols to streamline processes and increase productivity, and work to create marketing opportunities and plan community events.
• Support the team as needed to facilitate team success.

Technical Qualifications

• Must be bilingual in Spanish.
• Strong customer service, written, and verbal communication skills.
• Exceptional organizational and project management abilities with the ability to work independently at a fast pace and handle multiple projects at once.
• Creative eye for design with experience in Canva or other design programs preferred.
• Tech-savvy and comfortable with social media, up-to-date with the latest office applications, and able to navigate new systems quickly.
• Exceptional critical thinking skills, detail-oriented, and thorough with a can-do attitude.
• Comfortable handling strong personalities and willing to obtain a real estate license upon hiring.

Embedded within a firm with an entrepreneurial culture, the Marketing Administrative Assistant provides high-level support to the Director of Practice Growth and the broader marketing team, with responsibilities spanning webinar logistics, CRM updates, website content maintenance, and proposal proofreading. Working closely with the Director and cross-functional vendors, this role enables the marketing team to meet deadlines, maintain a professional brand presence, and execute growth initiatives with consistency.

Core Responsibilities

• Provide high-level administrative support and assistance to the Director of Practice Growth and the marketing team, including performing clerical and administrative tasks such as drafting agendas, memos, reports, and other documents.
• Assist with project management and hold the marketing team accountable to deadlines.
• Coordinate webinar, event, and tradeshow logistics, and arrange travel and accommodations for the team.
• Maintain the marketing department budget updates, develop and update PowerPoint presentations, and update content on the company website.
• Update and maintain the CRM database, schedule and attend meetings, taking notes and recording minutes, and manage inbox and daily calendar for the Director of Practice Growth.
• Proofread deliverables, including emails, articles, marketing materials, and other messages, and support proposal development.
• Communicate with vendors as needed, proactively pursue new ways to support the marketing team, and perform additional duties as assigned.

Position Requirements

• High school diploma or equivalent required, with Associate's or Bachelor's degree in Business Administration or related field preferred.
• At least five years of high-level administrative assistant experience.
• Previous marketing department experience a plus.
• Proficient or advanced skills in Microsoft Office Suite, including PowerPoint, with the ability to learn new software programs quickly.
• Excellent verbal and written communication, organizational skills, with attention to detail.
• Possesses strong multi-tasking skills with the ability to prioritize a heavy workload and meet deadlines.
• Professional presence with the ability to discreetly handle confidential information.
• Ability to work independently and as part of a team with minimal direction, and function well in a high-paced and at times stressful environment.
• Ability to travel occasionally.

Reporting to the VP of Customer Experience, the Marketing Administrative Assistant shapes vendor and payables management, purchase order requisitions, and contract renewal oversight for an enterprise marketing operations team. Partnering with HEM leadership and cross-functional stakeholders, this role ensures marketing portals, supplies, and large-scale rollouts run in a compliant and operationally sound manner.

Key Responsibilities

• Manage vendor setup, purchase order requisitions, and payables management, and oversee organization and oversight of contract renewals.
• Organize the HEM Microsoft Teams site and files, and maintain and support access to online marketing portals.
• Coordinate special projects, including meeting planning, registration for corporate events, and small research projects.
• Manage inventory of department computers and equipment and support the team in replacement orders.
• Support the deployment of tools and large-scale rollouts such as internal campaigns.
• Order supplies, support the print fulfillment center and company storefront, and coordinate ordering of promotional items.
• Work with HEM Leadership to coordinate schedules for team events, and find meeting, hotel space, and catering as needed.
• Assist the VP of Customer Experience with travel, expense reporting, meeting scheduling, and ad hoc enterprise marketing enablement projects.

Knowledge, Skills & Abilities

• BA/BS degree in business, marketing, or a related field.
• At least 1 year of experience in a sales and/or marketing environment.
• Superior proficiency in Excel, Word, Outlook, and PowerPoint.
• SAP and Workfront project management software experience preferred but not required.
• Strong interpersonal skills with excellent verbal and written communication skills.
• Superior organizational, collaboration, and time management skills.
• A self-starter able to handle multiple issues and priorities simultaneously.
• Ability to work with supervision while delivering quality work.

Sitting at the intersection of marketing coordination and office facilities management, the Marketing Administrative Assistant supports Sales, Marketing, and Operations teams through material distribution, purchase order coordination, and full oversight of the Princeton office entry desk and offsite storage facilities. Operating across lead generation support, vendor partnerships, and new-hire onboarding logistics, this role sustains the operational foundation that enables the Princeton office to function efficiently.

Core Functions

• Manage the distribution of marketing materials to sales teams and coordinate materials to be sent to trade shows.
• Coordinate purchase orders and vendor set-up, and ensure all invoices are paid on time for sales, service, and marketing.
• Assist in managing lead generation efforts.
• Manage and oversee the Princeton office entry desk, office facilities, and offsite storage facilities, including routine maintenance of the facility and office equipment and maintaining the office floor plan.
• Communicate facility updates regarding office closures and maintenance to Princeton employees, and partner with office management vendors to proactively address maintenance topics.
• Assist new hires in the Princeton office with desk setup, office supplies, and IT coordination, and receive, distribute, and coordinate daily mail and packages.
• Order and track office supplies and develop and manage office employee activities and needs as required.

Professional Experience

• Associate's or Bachelor's degree.
• 1 to 3 years of office support experience for a small to mid-size employee environment.
• Strong computer skills, specifically in Outlook, Teams, Word, Excel, and PowerPoint.
• Experience with social media and websites.
• Experience in Salesforce.com, Pardot, and Adobe Suites.
• Strong organizational skills with the ability to multi-task.
• Ability to collaborate and work with diverse constituencies.
• Strong written and verbal communication skills.

A key member of a commercial real estate investment office, the Marketing Administrative Assistant builds custom presentations, manages email campaigns and social media posts, and maintains brand compliance across all collateral in support of brokerage and marketing operations. Collaborating across graphic design, administrative, and brokerage functions, this role enables the office to promote listings and events with professional, on-brand materials produced on deadline.

Primary Duties

• Proactively collect items and information needed to create marketing collateral.
• Draft and develop custom presentations for the promotion of commercial real estate and office events.
• Maintain company branding compliance in all projects, including proofreading and correcting all materials.
• Manage email campaigns, social media posts, and press releases on behalf of the office, and track and report on campaign effectiveness.
• Provide brokerage support, including processing paperwork for listing, under contract, and closing of real estate transactions as needed.
• Maintain all files in the digital filing system, including packaging and maintaining links in all Adobe projects.
• Provide general office and administrative assistance, including maintaining the cleanliness of the office, kitchen, and conference rooms, stocking and ordering supplies, and handling phone, mail, and reception support.
• Complete training in company software and tools, and provide support in computer applications.

Background & Experience

• 2+ years of graphic/marketing experience.
• Experience in real estate or financial services a plus.
• Expertise in Adobe InDesign, Illustrator, and Photoshop.
• Strong computer skills, including Microsoft Excel, PowerPoint, and Outlook.
• Strong writing, editing, and proofreading skills with detail orientation.
• Ability to manage multiple projects and priorities to deadlines.
• Ability to learn new software and computer applications quickly and assist others.
• Professional, approachable, reliable, and punctual.
• Flexible to work alternating schedules or overtime as needed.

Seamless campaign tracking and vendor coordination across a Central Florida marketing team depend on the Marketing Administrative Assistant, who acts as liaison between internal departments and partner vendors while supporting database management, social media, and event content capture. Serving the Marketing Coordinator and Marketing Manager, this role enables consistent execution of email, print, social, and analytics reporting that measures the impact of each campaign and event.

Duties

• Act as a liaison between internal departments, partner vendors, and the Marketing department to assist in resolving all marketing requests or issues.
• Assist with day-to-day operations of the Marketing department, including database and social media management.
• Provide clerical and administrative support to the Marketing Coordinator and Marketing Manager, including for event and public relations management.
• Track all expenditures for the marketing team, including monthly ad spend, marketing supplies, and event promotional materials.
• Maintain and track results from marketing campaigns and events, including email reports, social media reports, print marketing reports, and website analytics.
• Assist with capturing content for marketing use, including traveling to other work sites within the Central Florida area.
• Uphold core values while working to execute the company's mission statement.

Required Qualifications

• 1 year of administrative and/or marketing background or 2 years of education.
• Basic knowledge of Google Suite, Microsoft Office, and Google Analytics 360.
• Strong to intermediate knowledge of Adobe Design products and Canva.
• Strong written and verbal communication skills.
• Excellent organizational and time management skills.
• Ability to work independently, think creatively, and prioritize effectively.
• Energetic and eager to tackle new projects and ideas.

As the Marketing Administrative Assistant, this role manages the internal database, social media profiles, and marketing campaign development for a staffing firm while supporting event implementation and client and candidate research. The marketing and management team relies on this work to maintain accurate candidate records, sustain an active social presence, and generate the business intelligence needed to pursue new client opportunities.

Functions

• Maintain and update internal database with relevant information on current and potential clients, and develop, format, and manage Excel spreadsheets and Word documents, including candidate resumes and job orders.
• Process new information gathered from candidate interviews.
• Assist with office administration, including IT and communications, mail, and supplies.
• Update and maintain company social media profiles, including LinkedIn, Facebook, and Twitter, and post jobs on a weekly basis.
• Develop, recommend, and potentially implement marketing campaigns, including social media, and format and create marketing materials such as press releases.
• Implement and market company events such as webinars and career counseling sessions.
• Conduct research of potential clients and candidates and gather business intelligence, including company background, organization, budget, timelines, potential competitors, and purchasing process.

Qualifications & Experience

• BS/BA required, with a Business, Communications, or Liberal Arts major preferred.
• 0-2 years of experience.
• Microsoft Excel and Word required.
• Excellent written and verbal communication skills.
• Self-starter, able to meet deadlines, dependable, and conscientious.

Marketing Administrative Assistant builds and tracks marketing campaigns for a home-learning software program across the US and Canada, with responsibilities including HTML landing pages, social influencer coordination, and third-party advertiser distribution. The work directly supports the Direct Marketing Manager and key internal stakeholders by ensuring promotions are implemented accurately, invoices are submitted on time, and the marketing team operates without interruption.

Accountabilities

• Assist in updating marketing reports for various marketing initiatives.
• Help set up tracking codes and HTML landing pages, distribute design/copy assets to third-party advertisers, and implement marketing promotions.
• Assist in recruiting and corresponding with social influencers, distribute design/copy assets, and implement social media promotions.
• Organize, track, and submit invoices and T&E reports to accounting, and manage incoming office mail by scanning and submitting to accounting.
• Manage employee timesheets and UPS/FedEx accounts.
• Work closely with key internal stakeholders to ensure the success of campaigns and promotions.
• Provide support where and when required to ensure smooth running of the marketing team, including assisting with promotions, online testing, setting up landing pages, and ad hoc administrative tasks.

Skills & Qualifications

• Bachelor's degree.
• Proficient use of Excel with strong Microsoft Office skills.
• Knowledge of social media channels.
• Knowledge of HTML a plus.
• Effective time management skills with the ability to prioritize and meet deadlines.
• Excellent listening, written, and verbal communication skills with great attention to detail.

The Marketing Administrative Assistant delivers high-level administrative support to the Sr. Director of Brand Marketing, owning complex logistics such as National Meetings, contract management through Apttus, and executive travel coordination. Working directly with the Brand Marketing team, this role enables smooth operations and upholds the credibility of the brand function by managing sensitive information with rigorous discretion.

Key Responsibilities

• Handle sensitive matters with a high level of confidentiality and discretion, especially decisions directly affecting the operations of the Company and the credibility of the Brand Team and the Sr. Director of Marketing.
• Develop and execute complex marketing and ad hoc reports as requested to support various business projects.
• Design general correspondence, memos, spreadsheets and various presentations, including the marketing budget, sales and planning operations presentations.
• Oversee the planning and execution of logistics for National Meetings, Marketing off-sites, and other designated meetings and special events, including facility selection, contract negotiations, food and beverage, audio/visual, and transportation.
• Review proposed field contracts and work with appropriate personnel to ensure contract completion is within compliance, and establish and maintain electronic contract files.
• Manage invoices and check requests in a timely manner in accordance with applicable contract payment terms.
• Perform administrative needs such as arranging complex domestic and international travel, preparing and processing expense reports, meeting scheduling, logistical planning, and capturing and chasing action items.
• Manage contracts through the Apttus contract system and ensure on-time approvals.
• Support other executive management, Brand Marketing staff and the Brand Marketing Team (Green) as directed.

Required Qualifications

• Minimum of 10 years of experience in an administrative assistant role supporting senior-level executives, with marketing and legal environment experience a plus.
• Dedicated to meeting the service expectations of senior executives and maintaining effective relationships with vendors and consumers by executing deliverables to the highest standards.
• Possess a strong business sense with the ability to decipher and set priorities and make sound judgment calls when needed.
• Excellent communicator able to interact with people at all levels in a confident, professional manner, with the ability to handle sensitive and confidential information.
• Intelligent, ambitious, and committed to excellence, performing duties at the highest level consistently.
• Well-organized, flexible, hard-working, cost-conscious, and results-driven, with excellent attention to detail.
• Self-starter with an appetite for learning, able to juggle several tasks at once, prioritize, plan, and manage time effectively, and take constructive feedback in stride.
• Team player with a team-oriented experience and approach, able to positively contribute to the Sr. Director of Marketing and the Company's overall image and success.
• Excellent skills in Microsoft Word, Outlook, Excel, and PowerPoint, with experience in Adobe a plus, and knowledge of Track Changes (redlining documents).
• Ability to travel with occasional overnight travel as may be required.