Marketing Executive Assistant

Marketing Executive Assistant

This position provides executive and administrative support to the Chief Marketing Officer while assisting the broader Marketing Department with daily operations, projects, and firm-wide initiatives. The Marketing Executive Assistant will play a key role in coordinating schedules, managing department logistics, supporting promotional activities, and ensuring smooth execution of marketing programs. This hands-on role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while delivering excellent service to internal teams, clients, and external partners.

Key Responsibilities:

• Provide administrative support to the Chief Marketing Officer and assist with department-wide initiatives and projects.
• Coordinate internal and external meetings, including scheduling, logistics, and follow-up support.
• Manage promotional product requests, inventory tracking, distribution, and vendor coordination.
• Assist with the creation, ordering, and production of marketing materials and promotional items through third-party vendors.
• Coordinate shipping, receiving, printing projects, and office service requests as needed.
• Track and reconcile department expenses, including credit card transactions, invoices, and expenditures for the CMO, Director, and Marketing team.
• Support administrative accounting functions, including expense reports and accounts payable processes.
• Partner with the Accounting team to ensure timely invoice processing and expense management.
• Assist with onboarding activities, including coordination of employee headshots and related vendor services.
• Support social media efforts by assisting with content assets, updates, and platform management as directed.
• Conduct research and provide administrative support for marketing initiatives, special projects, and ad hoc requests.
• Assist with large-scale marketing campaigns, projects, and department initiatives as needed.
• Perform additional duties and projects as assigned.

Qualifications and Skills:

• 2+ years of experience in an administrative, executive assistant, marketing coordinator, or similar support role preferred.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and priorities.
• Excellent attention to detail with strong follow-through and problem-solving abilities.
• Experience coordinating schedules, vendors, invoices, and administrative processes.
• Comfortable supporting executive-level leadership and cross-functional teams.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office technology.
• Strong written and verbal communication skills with a professional client-service mindset.
• Ability to work independently, maintain confidentiality, and handle sensitive information.
• Experience supporting marketing initiatives, social media, or promotional campaigns is a plus.