Digital Administrative Assistant

Minnesota Historical Society•St Paul, MN

1d•Hybrid

About The Position

The Digital Administrative Assistant provides critical tactical and administrative support to the Marketing Operations unit during a major CRM stabilization, optimization, and data governance project. Reporting directly to the Head of Marketing Operations, this role serves as a key coordinator bridging administrative traffic control, data cleanliness, and project documentation. The ideal candidate will help manage vendor-partner communication logs, execute targeted data cleanup initiatives within HubSpot, maintain project sprint boards, and ensure that standard operating procedures are clearly documented. This is a fast-paced, detail-oriented role designed to keep cross-functional technical teams, department stakeholders, and external partners aligned and on schedule.

Requirements

Bachelor’s degree in marketing, communication, journalism, or business, or equivalent experience
Two years of experience working with a CRM
Experience managing projects, using project management software (like Asana or Trello), and working with deadlines
Ability to think creatively, problem solve, and bring innovative solutions
Ability to multitask in a deadline-driven environment
Ability to work independently and in a group setting
Exceptional written and oral communication skills
Exceptional organizational skills

Nice To Haves

Experience and familiarity with HubSpot

Responsibilities

Data Governance: managing record deduplication, executing targeted data cleanup projects, and performing manual record verification
Project Coordination: managing traffic control for project management boards, attending external partner/vendor alignment meetings, Scheduling and coordinating technical sprint reviews, actively following up with internal department leads and technical staff to ensure deliverables are submitted according to the project timeline, and maintaining a central repository of all contract revisions, technical scopes, change requests, and vendor communication histories
Operational Efficiency: drafting project briefs, technical requirement outlines, and process proposals for review by leadership, assigning and routing Asana tasks according to the project's active work plan, compiling and managing regular project status reports, creating comprehensive SOPs, process workflows, and user-facing knowledge base articles in HubSpot to improve post-launch system adoption, and coordinating with departmental teams to ensure training materials are updated only with fully tested, finalized system configurations, preventing premature rollouts.