Administrative Assistant

divh2Marketing Administrative Assistant/h2pThe Marketing Administrative Assistant is a key operational partner supporting Castle Groups Marketing and Business Development teams through precise execution, systems ownership, and logistical coordination. This role ensures marketing initiatives, new business efforts, and internal programs are delivered accurately, on time, and in alignment with Castle Groups brand standards and service philosophy./ppThis is a highly organized, execution-focused role ideal for a detail-oriented professional who thrives in a fast-paced, process-driven environment. The Marketing Coordinator does not own strategy or creative development but plays a critical role in enabling those functions to succeed./ppAll responsibilities are performed with a commitment to Castle Royal Service, demonstrating professionalism, responsiveness, and integrity in every interaction./ph3Responsibilities/h3pMarketing Operations Systems Ownership/pulliServe as the primary owner of all Marketing-related Zendesk tickets, including intake, tracking, resolution, and communication./liliCreate, and maintain Salesforce campaigns, including setup and updates./liliCompile and distribute weekly review channel statistics, ensuring accuracy and timely reporting./liliCoordinate employee review payout tracking, processing and communication./liliOwn quarterly new business referral updates, including data coordination, PowerPoint presentation development, and communication./liliManage new business referral communications and coordinate payout processing./li/ulpBusiness Development Annual Planning Support/pulliOwn execution of the Annual Planning Calendar (APC), including:/liulliRegistering for trade shows, events, and sponsorships/liliSending calendar invitations and reminders/liliLogging updates and submitting invoices for payment/li/ulliCoordinate all annual and ad hoc membership and sponsorship renewals, including logistics, payment processing, tracking, and communication./liliSupport event execution by completing sub-item tasks assigned, coordinating materials, supplies, shipments, orders, calendars, payments, and internal communication./li/ulpProposal Business Development Support/pulliCoordinate quality control, printing, binding, shipping, logging, and communication for proposals./liliEnsure brand consistency, accuracy, and timely delivery of all proposal materials./liliSupport sales presentations and other new business material updates as needed./li/ulpPromotional Items Inventory Management/pulliOwn promotional item fulfillment, including inventory management, order processing, packaging, shipping, tracking, and requestor communication./liliConduct quarterly inventory audits and coordinate reordering of materials as needed./liliMaintain accurate inventory logs and documentation./li/ulpHeadshots, Meetings Internal Coordination/pulliCoordinate bi-annual, company-wide headshots, including scheduling, logistics, communication, and calendar invitations./liliManage meeting logistics for Marketing and Business Development, including:/liulliScheduling and calendar management/liliRoom/location and Zoom coordination/liliFood ordering and setup as needed/li/ulliSupport internal meetings and initiatives through calendar coordination, communication, and follow-up./li/ulpAdministrative Cross-Functional Support/pulliServe as a cross-functional liaison between Marketing, Business Development, Accounting, Human Resources, and Operations to ensure seamless execution of marketing initiatives./liliProcess payments and invoices related to marketing and business development activities./liliCoordinate administrative and process training activities associated with onboarding new marketing and business development team members./liliCoordinate home office tours, including room reservations, calendar invitations, food ordering, setup, and cleanup./liliProvide high-quality ad hoc support as business needs evolve./li/ulpWebsite Content Updates/pulliMaintain and update the Castle Group website with upcoming events, blogs, press releases, webinars ensuring accuracy of dates, locations, links, and descriptions./liliMonitor website sections for outdated content and proactively recommend updates or removals./liliCoordinate with Director of Marketing to confirm content approvals prior to publishing./li/ulpTools Technology/pulliSalesforce Campaign setup, tracking, reporting, and data coordination/liliZendesk Request intake, tracking, resolution, and internal communication/liliMicrosoft Office Suite Advanced proficiency in PowerPoint and Copilot required/liliMonday.com Project and task management for tracking requests, timelines, and deliverables/liliWordPress RunCloud Website content updates and maintenance/liliZoom Internal meetings, external meetings, and webinar coordination/liliPandaDoc Proposal preparation, distribution, and tracking/liliSurveyMonkey Survey creation, distribution, and data collection/liliEventbrite Event landing page creation and registration management/liliLoom Process documentation and video recording for training and communication/li/ulh3Qualifications/h3ulli3 years of experience in marketing coordination, operations, or administrative support roles./liliProven experience supporting marketing in a deadline-driven, professional services environment./liliDemonstrated ability to manage recurring processes with accuracy and consistency./lipstrongEducation and Experience/strong/pulliBachelors degree in Marketing, Business Administration, or a related field preferred./li/ulpstrongSkills and Abilities/strong/pulliStrong organizational skills with exceptional attention to detail./liliAbility to manage multiple priorities and meet recurring deadlines./liliExcellent written and verbal communication skills./liliProficiency in Microsoft Office Suite, with strong PowerPoint skills required./liliAbility to interpret data and present information clearly to internal stakeholders./liliExperience with CRM systems (Salesforce preferred), ticketing systems (Zendesk preferred), and reporting platforms is a plus./liliDemonstrated professionalism, discretion, and commitment to confidentiality./liliAbility to work occasional extended hours or weekends in support of key events or deadlines./li/ulpstrongPhysical Requirements/strong/pulliThis position is fully in the office, but after a 90-day review, there is the opportunity for a one-day-a-week remote day./liliAbility to lift 40lbs. following appropriate safety procedures./liliExtensive use of fingers for typing and visual use of the computer monitor./liliHandle, grasp, feel objects and equipment./liliReach with hands and arms./liliRepeat various motions with wrists, hands and fingers. Ability to hear, understand and respond appropriately to verbal requests made in person and over the telephone./liliAbility to respond verbally in an understandable, professional manner in person and over the telephone./liliAbility to work extended hours and weekends if needed./liliPosition requires a valid Drivers License./li/ulpstrongEqual Employment Opportunity/strong/ppCastle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws./ppstrongDisclaimer/strong/ppThis job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason./p/ul/div