WHAT DOES AN MARKETING ADMINISTRATIVE ASSISTANT DO?

Published: Nov 08, 2023 - The Marketing Administrative Assistant serves as the primary contact for marketing-related inquiries, acting as the liaison between sales agents and the marketing department. Collaborates across teams to organize and execute marketing plans, assists with event planning, and manages social media content schedules. Proactively enhances brand awareness, creates digital content, researches advertising opportunities, and coordinates ad placements, ensuring consistent brand presentation.

A Review of Professional Skills and Functions for Marketing Administrative Assistant

1. Marketing Administrative Assistant Duties

  • Professionalism: Present and conduct self in a professional manner.
  • Customer Support: Provide support to coworkers and customers while demonstrating service excellence by building positive interpersonal relations to ensure productive and positive relationships are maximized.
  • Customer Understanding: Develop a deep understanding of customer’s perspectives and needs and work to meet expectations.
  • Culture Building: Build a culture of true caring through behavior and interactions with others.
  • Communication Skills: Communicate in a compassionate and professional manner to patients, families, and visitors.
  • Interpersonal Skills: Demonstrate professional interpersonal skills and cooperate with other departments and members of the care delivery team to provide optimal continuity of care to patients and families.
  • Team Collaboration: Collaborate to ensure team success.
  • Training Support: Support new orientees in learning department routines.
  • Problem Solving: Recognize errors/problems and take corrective action.
  • Organization Skills: Demonstrate effective priority setting and organization skills to promote department flow and cost efficiency.
  • Service Efficiency: Ensure smooth, efficient services and maximize comfort and confidentiality for the patient.
  • Workflow Management: Anticipate and prioritize workflow and adjust work assignments to prevent delays and meet work flow demands.
  • Conflict Resolution: Assist with problem resolutions.
  • Committee Participation: Participate in department, facility, and organizational projects or committees. 

2. Marketing Administrative Assistant Details

  • Operations Management: Manage the day-to-day operations of the studio.
  • Leadership: Lead organizational initiatives that help the department run more smoothly.
  • Inventory Management: Maintain a library of fabric and wallcovering samples, props, and marketing materials.
  • Process Management: Field and process yardage requests for photography, press, and advertisements.
  • Procurement Coordination: Source and coordinate the procurement of props and fabrications required for photoshoots, trade shows, and events.
  • Event Coordination: Take the lead in coordinating marketing events, photoshoots, create presentations, and oversee timelines.
  • Scheduling: Maintain the creative department schedule by planning and scheduling meetings, conferences, and travel.
  • Executive Support: Work closely and effectively with the Art Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
  • Communication Management: Manage communication within the Creative Department as well as outside consultants and collaborators.
  • Order Management: Manage orders and inventory of the product used within the Creative Department.
  • Confidentiality: Maintain customer confidence and protect operations by keeping information confidential.
  • Reporting: Prepare reports by collecting and analyzing information.
  • Expense Management: Complete the creative department expense reports.

3. Marketing Administrative Assistant Responsibilities

  • Administrative Support: Provides administrative assistance to all marketing campaigns and marketing requirements.
  • Market Analysis: Helps identify marketing trends and key opportunities for innovation.
  • Website Maintenance: Ensures all external websites have accurate and updated information.
  • Data Submission: Submits Help to Buy numbers.
  • Print Management: Monitors and manages print audits and ordering requirements.
  • Digital Marketing Support: Assists the marketing team in developing, updating, and administrating third-party portals and websites (including property uploads).
  • Database Management: Maintains marketing databases and CRM platforms.
  • Customer Journey Management: Maintains the customer journey through both automated and manual routes.
  • Mail Management: Collates and distributes mailouts.
  • Document Preparation: Prepares, formats, and edits documents, presentations, and reports.
  • Stakeholder Communication: Communicates directly with key partners and stakeholders.
  • Brand Compliance: Monitors and maintains the brand guidelines within Heylo and sub-brands.
  • Event Representation: Attends events to publicize the Heylo products.

4. Marketing Administrative Assistant Accountabilities

  • Administrative Support: Provides assistance and support for an assigned department.
  • Data Collection: Gathers information and data to prepare various reports.
  • Written Communication: Composes routine letters and replies based on general instructions.
  • Technology Proficiency: Utilizes computer and other related office equipment.
  • Organizational Skills: Organizes and maintains files of records and correspondence of a routine nature, including special projects.
  • Meeting Coordination: Schedules meetings and arranges appointments.
  • Communication Management: Answers telephone and electronic correspondence, directs communications accordingly.
  • Mail Handling: Prepares outgoing mail. Assists in coordinating meetings and business functions.
  • Record Keeping: Records minutes at assigned meetings.
  • Reporting: Collects information from files or staff for periodic reports and routine inquiries.
  • Project Management: Completes other duties, including special projects, as assigned by Management.
  • Graphic Design: Draws and prints charts, graphs, illustrations, pictures, and artwork.
  • Creative Research: Reads publications, and studies internet-based styles and motifs to obtain perspective and design concepts.
  • Website Maintenance: Makes changes and corrections to the website.
  • Customer Service: Assists condo owners with rental history, including running Condo Activity reports.
  • Journal Maintenance: Maintains the daily journal for the department, which includes sales, weather, and current events.
  • Agenda Preparation: Schedules meetings, drafts meeting agendas, records minutes, and follows up on action-items.
  • Financial Administration: Submits and logs marketing invoices.

5. Marketing Administrative Assistant Functions

  • Communication: Serve as the primary point of contact for Marketing-related inquiries, including phone, email, as well as internal correspondence.
  • Interdepartmental Coordination: Act as the liaison between sales agents and the internal marketing department.
  • Project Management: Collaborate across teams and departments to help organize, execute and track the tactical and strategic plans and activities implemented by the marketing team.
  • Event Coordination: Assist with the planning and execution of events and trade shows.
  • Content Creation: Create digital marketing content and maintain a social media editorial calendar and posting schedule.
  • Advertising Management: Research advertising opportunity, manage and coordinate ad placement.
  • Presentation Skills: Create presentations, memos and reports.
  • Brand Management: Proactively monitor and increase brand awareness and reputation, including online reviews as well as ensuring that the company brand is presented consistently.
  • Logistics Support: Assist and support the functions of the logistics team.
  • Financial Processing: Create sales invoices and credit notes in a timely manner.
  • Invoice Management: Process freight and vendor invoices accurately.
  • Problem Solving: Investigate reasons for weight variance between shipping/receiving weights.
  • Financial Closing: Follow month-end procedures and close it in a timely fashion.
  • Administrative Support: Provide administrative support to the logistics team.
  • Inventory Management: Maintain inventory control of marketing promotional items.
  • Safety Reporting: Report safety hazards and attend departmental meetings.