Marketing Administrative Assistant

Job Description

Job Description

MARKETING ADMINISTRATIVE ASSISTANT Costa Mesa, CA

Boardwalk Investments Group, LLC ("Boardwalk") is a privately held investment company headquartered in Costa Mesa, California, with a portfolio spanning commercial real estate, hospitality, restaurants, and lifestyle businesses. We are seeking a highly organized, detail-oriented

Marketing Administrative Assistant

to support the Marketing team across Boardwalk’s portfolio. This role serves as an administrative and organizational hub for the department, helping the team manage a high volume of concurrent projects, deadlines, requests, vendors, assets, and day-to-day workflows. The Marketing Administrative Assistant will work closely with the Vice President of Marketing and Marketing Managers to keep projects organized, ensure follow-through, coordinate administrative and logistical details, and support the execution of marketing initiatives across multiple brands and properties. The ideal candidate is proactive, exceptionally organized, comfortable managing details across multiple workstreams, and able to anticipate what needs to happen next without requiring constant direction. This is a hands-on support role for someone who takes pride in creating structure, keeping teams organized, and making sure details do not fall through the cracks. ESSENTIAL DUTIES & RESPONSIBILITIES Serve as the administrative and organizational backbone of the Marketing department, helping maintain visibility into active projects, deadlines, priorities, and outstanding action items. Maintain the team’s project management systems, calendars, trackers, documentation, and other tools used to manage marketing workflows. Track project timelines, deliverables, approvals, and follow-up items, proactively flagging upcoming deadlines, missing information, or potential bottlenecks. Support the department’s meeting cadence, including preparing agendas, organizing materials, documenting decisions and action items, and following up on outstanding items. Coordinate across internal departments, property teams, vendors, agencies, printers, and other external partners to gather information, route requests, and keep projects moving. Help manage incoming marketing requests by gathering necessary information, organizing supporting materials, and routing requests to the appropriate team member. Prepare and maintain polished presentations, reports, campaign recaps, briefing documents, meeting materials, and other internal or external communications. Draft, edit, proofread, and format routine marketing communications and materials. Organize and maintain marketing assets, including photography, video, creative files, collateral, templates, brand materials, shared folders, and other department resources. Support the production and distribution of marketing materials, including signage, printed collateral, promotional assets, menus, event materials, and digital content. Conduct research and gather information, screenshots, competitive examples, campaign details, vendor information, and other inputs needed by the Marketing team. Assist with vendor administration, including estimates, purchase requests, invoices, expense documentation, contracts, and budget tracking. Coordinate administrative and logistical details for photo and video shoots, influencer and media visits, events, activations, meetings, and other marketing initiatives. Assist with recurring reporting by gathering data and information from internal teams, agencies, and marketing platforms and organizing it into clear summaries. Maintain departmental records, vendor information, marketing calendars, contact lists, documentation, and other shared resources. Support additional marketing initiatives and administrative needs as priorities evolve across Boardwalk’s portfolio. REQUIRED QUALIFICATIONS Bachelor’s degree required. Minimum 4 years of experience in an executive, administrative, operational, or marketing support role, preferably supporting a team. Exceptional organizational skills with demonstrated ability to manage multiple concurrent deadlines, projects, and requests. Strong follow-through and a high degree of personal accountability. Excellent written and verbal communication skills. Strong attention to detail, including proofreading, formatting, file organization, and documentation. Comfortable proactively following up with colleagues and external partners to obtain information and keep projects progressing. Ability to work independently, anticipate needs, and identify next steps without constant direction. Comfortable working in a fast-paced environment where priorities and timelines can shift quickly. Strong proficiency with Microsoft Office, Google Workspace, PowerPoint, and common digital collaboration and project-management tools. Experience with Canva, Adobe Creative Suite, social media platforms, email marketing platforms, or other marketing technology is a plus. Experience in hospitality, restaurants, lifestyle, real estate, retail, marketing, communications, or an agency environment is a plus. Ability to occasionally travel to Boardwalk properties, including Estate Yountville in Napa Valley, as business needs require. Boardwalk offers an attractive compensation and benefits package and the opportunity to be part of a dynamic team. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Boardwalk is an equal opportunity employer (Minorities/Females/Disabled/Veterans)