Marketing Assistant

The Glebe - LifeSpire • Daleville, VA

2d • Onsite

About The Position

The Marketing Assistant provides administrative and operational support to the Marketing Department, helping ensure a seamless experience for prospective and current residents. This role coordinates move-in and move-out processes, maintains accurate prospect and resident records, supports marketing events, and serves as a key liaison between residents, families, and internal departments. While this position does not have direct sales responsibilities, it plays an important role in supporting occupancy growth through exceptional customer service, strong organizational skills, and effective communication.

Requirements

• 2–4 years of experience in administrative support, marketing coordination, operations, customer service, or senior living preferred.
• Exceptional written and verbal communication skills.
• Comfortable speaking professionally with individuals and small groups.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• High level of accuracy and attention to detail in documentation and reporting.
• Professional, customer-focused demeanor with excellent interpersonal skills.
• Proficiency with CRM or lead management systems and Microsoft Office applications.
• Ability to operate a motor vehicle safely, if required.

Responsibilities

• Support the Mission, Vision, and Values of LifeSpire of Virginia.
• Provide administrative support to the Marketing Department, including preparing correspondence, reports, and departmental documentation.
• Welcome visitors, answer incoming calls, respond to inquiries, and provide information when Marketing Counselors are unavailable.
• Maintain department calendars and coordinate appointments, tours, meetings, and resident transition schedules.
• Manage incoming correspondence and route communications appropriately.
• Order and maintain office supplies, marketing materials, and inventory resources.
• Compile sales activity information and prepare weekly sales and inventory reports.
• Maintain accurate records within the CRM/lead management system, including prospect data, waiting lists, inventory availability, and future residence tracking.
• Support lead distribution processes and ensure timely and accurate data entry.
• Assist with planning and coordinating marketing events, resident cultivation meetings, and community outreach activities.
• Coordinate mailings, invitations, brochures, and other marketing communications.
• Process and reconcile deposits while maintaining accurate financial documentation and reporting.
• Assist Marketing Counselors with resident files, including sales, transfers, cancellations, and related documentation.
• Facilitate completion, tracking, and organization of move-in documentation.
• Coordinate move-ins with residents, families, and internal departments to ensure residences are prepared and ready for occupancy.
• Coordinate renovation selections, scheduling, and communication to ensure projects are completed accurately and on time.
• Serve as the Move-Out Coordinator for residents transitioning within or leaving the community.
• Track notices, move-out dates, cancellations, and residence availability.
• Partner with Accounting regarding final statements, deposits, and refunds.
• Collaborate with other departments to support timely residence turnover and readiness.
• Maintain inventory tracking reports and communicate availability to the Marketing team.
• Ensure professionalism, accuracy, and confidentiality in all written and verbal communications.
• Assist with community presentations, informational sessions, and small group events as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed