Administrative Assistant

Job Description

Job Description

Job Title: Administrative and Marketing Coordinator

Job Description

The Administrative and Marketing Coordinator provides comprehensive administrative, executive, and marketing support across the organization. This role manages office administration and confidential HR-related processes, supports executive leadership with calendar and meeting coordination, maintains customer relationship management systems, and contributes to marketing performance tracking. The position also plays a key role in investor and business development initiatives, event planning and execution, and social media and digital marketing activities, helping drive inclusive economic growth and community impact in Lake County.

Responsibilities

• Provide confidential office administration and HR support for the team, including benefits administration, new employee orientation, and payroll registration.
• Deliver executive support to the President & CEO by managing calendars and meeting requests, preparing and submitting expense reports, organizing meeting materials, and providing occasional phone and email coverage.
• Maintain and update the Salesforce.com customer relationship management system in coordination with team members, external partners, and the Salesforce administrator, ensuring data accuracy and supporting system enhancements.
• Help design and regularly produce a marketing performance dashboard to track success metrics for the marketing automation platform and related campaigns.
• Support marketing, investor development, and business development activities through mailings, promotional campaigns, and management of key elements of the moves management system.
• Collaborate with the Marketing Director to plan, coordinate, and execute quarterly and annual events, including managing promotional communications, tracking event details, and ensuring smooth day-of execution.
• Work closely with the Marketing Director and external partners to implement and manage the organizations social media strategy, using software tools to schedule posts, monitor engagement, and report on metrics.
• Provide general administrative support, including data entry, clerical tasks, and customer service, while helping manage office operations and front desk activities.
• Use Microsoft Office applications (Excel, Outlook, Word, PowerPoint) to prepare documents, presentations, spreadsheets, and correspondence in support of leadership and team initiatives.
• Coordinate internal communications and assist with marketing communications and digital marketing efforts to ensure consistent and effective messaging.
• Interface professionally with leadership-level associates, including C-level and VP-level leaders, as well as internal and external partners.
• Manage competing priorities and multitask effectively in a fast-paced, cross-functional environment, adjusting workload based on weekly needs.

Essential Skills

• At least 3 years of experience in an Administrative Assistant or Executive Assistant position.
• At least 2 years of experience using Microsoft Office, including Excel, Outlook, Word, and PowerPoint.
• Demonstrated experience performing calendar management duties for executives or leaders.
• High school diploma or GED.
• Strong proficiency in general administrative support, including office management, clerical work, and data entry.
• Ability to provide professional customer service and internal communications support.
• Attention to detail and accuracy in managing documents, data, and communications.
• Strong verbal and written communication skills.
• Ability to multitask and manage multiple projects and responsibilities simultaneously.
• Ability to switch priorities quickly and effectively in response to changing needs.
• Capability to interface confidently and professionally with C-level and VP-level associates.
• Problem-solving skills with the ability to anticipate needs and address issues proactively.
• Strategic thinking skills to support marketing, investor, and business development initiatives.
• Creative mindset to contribute to marketing, events, and social media content.
• Demonstrated initiative and ownership in driving tasks and projects to completion.

Additional Skills & Qualifications

• Experience supporting marketing functions, including marketing communications and marketing support activities.
• Experience using HubSpot for social media management and email marketing.
• Experience using Salesforce for customer relationship management and data tracking.
• Familiarity with digital marketing and social media management tools and practices.
• Comfort working in a cross-functional team environment with exposure to economic development and workforce initiatives.
• Interest in contributing to community impact, business growth, and workforce development efforts.

Work Environment

This is a full-time role working approximately 40 hours per week, Monday through Friday, typically from 8:00 a.m. to 5:00 p.m. with flexibility around lunch times and occasional variation based on weekly needs. The position is based in an office setting with light traffic, minimal phone volume, and a focus on internal communications rather than transactional front-desk interactions. The coordinator sits at the front desk within a small, cross-functional team of fun, driven professionals who collaborate closely and support one another. The organization operates in a fast-paced yet supportive environment that values a healthy work-life balance and offers a flexible and casual workplace culture. The role regularly uses office technologies such as Microsoft Office, Salesforce, and marketing and social media management software. The organization provides a generous benefits package, including healthcare insurance, paid time off, 401(k) matching, and additional benefits, and offers a contract-to-hire opportunity within a mission-driven nonprofit economic development setting that is experiencing strong growth and success.

This is a Contract to Hire position based out of Deerfield, IL.

The pay range for this position is $25.00 - $27.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Deerfield,IL.

This position is anticipated to close on Oct 23, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.