Administrative Assistant (Marketing & Business Development)
About The Position
The Marketing & Business Development Administrative Assistant provides high-level administrative and operational support to the Marketing & Business Development team. This role contributes to the successful execution of key initiatives, including events, budgeting processes, and data management, as well as the operational effectiveness of the department as a whole, ensuring seamless coordination, accurate reporting, and high-quality deliverables in a fast-paced professional services environment. This role offers the opportunity to work closely with senior marketing and business development leaders, gain exposure to high-impact client initiatives and cross-functional collaboration, and develop skills across marketing operations, event management, financial processes, and CRM systems within a dynamic and growth-oriented team. This is an administrative role requiring strong organizational and coordination skills, attention to detail, and the ability to support multiple stakeholders and priorities effectively.
Requirements
- Bachelor’s degree preferred; equivalent experience considered
- 2–4 years of administrative, operations, or coordination experience in marketing, business development, or professional services
- Experience in a legal or professional services environment preferred
- Demonstrated ability to support multiple stakeholders and manage competing priorities
- Strong organizational and coordination skills with the ability to manage multiple priorities in a fast-paced environment
- Proficiency in Microsoft Office, particularly Excel (formulas, formatting, and reporting)
- Strong PowerPoint skills, with a keen interest in visual storytelling
- Excellent written and verbal communication skills
- Strong interpersonal and stakeholder support skills
- High level of professionalism, discretion, and confidentiality
- Detail-oriented with strong accuracy and follow-through
- Proactive, resourceful, and able to perform effectively under pressure
Nice To Haves
- Experience with CRM and financial systems (e.g., InterAction, Chrome River) preferred; ability to learn new tools quickly
Responsibilities
- Provide day-to-day administrative support to the Marketing & Business Development team and leadership
- Assist in managing scheduling for team meetings, events, and department activities, including logistics, catering, and A/V
- Coordinate virtual meetings (Zoom, Teams, WebEx)
- Prepare, format, proofread, and edit presentations, reports, and correspondence
- Maintain organized records, files, and departmental documentation
- Coordinate travel arrangements and itineraries
- Support onboarding logistics and general administrative needs
- Manage the department’s vacation schedule and provide support to leadership in ensuring appropriate coverage in teams
- Assist in coordinating logistics and execution of marketing and business development events, conferences, and client programs
- Support event registrations, materials preparation, vendor coordination, and on-site logistics
- Assist with client gifting and related coordination
- Support internal initiatives, including merchandise and promotional programs
- Assist with budget tracking, expense coordination, and reconciliation activities
- Process invoices and support timely submission and approvals
- Assist in reconciling credit card expenses and vendor invoices
- Support monthly and ad hoc financial reporting with accurate data
- Provide support in maintaining and updating CRM systems (e.g., InterAction), including contacts, activities, and mailing lists
- Assist in tracking business development activities, media mentions, and client engagement
- Support the preparation of regular and ad hoc reports
- Assist with contract submissions, tracking, and approvals through contract management systems
- Liaise with vendors on logistics, billing, and deliverables
- Maintain organized records of contracts and agreements
- Support project tracking tools (e.g., Asana) to help ensure tasks are current and accurate
- Assist in coordinating team meetings, agendas, and follow-ups
- Maintain departmental resources, including organizational charts and directories
- Support special projects and ad hoc requests as needed
Benefits
- Comprehensive medical coverage
- Retirement plans
- Health and wellness initiatives
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
