Sr. Administrative Assistant, Global Marketing

Mary Kay•Town of Addison, WI

2d•Onsite

About The Position

The Global Marketing Administrative Assistant plays a vital role in supporting the success of global brand initiatives by ensuring seamless coordination, alignment, and communication across regions. This position provides high-level administrative and operational support to the Vice President and Director of Global Brand, enhancing the overall efficiency and effectiveness of the department. A strong sense of organization, proactive problem-solving, and clear communication are essential in this role, along with the ability to manage multiple priorities in a fast-paced, dynamic environment. The ideal candidate will be highly skilled in Microsoft Office tools, particularly PowerPoint and Excel, to support executive presentations, reporting, and data organization. Additionally, this position collaborates closely with the Global Brand Marketing team and cross-functional partners to help execute strategic marketing initiatives and support global brand-building efforts. This role is critical to maintaining operational excellence and driving team-wide success.

Requirements

5+ years of experience in Marketing
High School Diploma or Equivalent. Education focus in Marketing preferred.
Must be organized, have a strong attention to detail and be self-directed to successfully work on multiple projects simultaneously with minimal supervision of tasks.
Must be able to work independently on projects with critical deadlines.
Must be flexible and able to adapt in a fast-paced, always evolving environment.
Advanced knowledge of Microsoft Office applications, such as Excel, Word, PowerPoint, SharePoint and Teams required.
Excellent oral and written communication skills required to work successfully with a diverse group of individuals, including internal partners and the independent sales force.
Ability to obtain the assistance of subject matter experts and to maintain open two-way communication with internal departments to collaborate on upcoming projects and promotions.
Must be a Brand Ambassador for the Mary Kay Brand.

Nice To Haves

Project Management experience a plus.

Responsibilities

Provides administrative support to senior leadership and department, including scheduling meetings, managing calendars, and coordinating travel arrangements.
Prepares and organize documents, reports, presentations, and other materials for meetings and events.
Assists with managing and maintaining filing systems, both electronic and physical, ensuring that records are kept accurate and up-to-date.
Coordinates internal and external meetings and events, including logistics, materials preparation, and room setup.
Performs data entry and maintain accurate records, ensuring confidentiality and data integrity.
Assists in preparing and processing expense reports, invoices, and purchase orders.
Supports other administrative tasks and projects assigned.
Assists in the development and execution of global marketing calendar, coordinating timely inputs, collaboration, and delivery.
Maintains and updates marketing calendars and planning resources that ensure alignment across teams.
Communicates updates to regional and market partners regarding the delivery of marketing support and materials.
Supports the creation of marketing materials, including presentations, and other collateral, ensuring consistency in messaging and branding.
Manages Global Brand Marketing and Creative team’s site, organizes and assigns access as needed.
Schedules recurring Global Brand Marketing and Creative Division and Leader meetings and owns the process, i.e. requests agenda, sends out deck for review beforehand, shares meeting notes afterward.
Prepares PowerPoint presentations for division and leader meetings, as needed.
Supports the team by pulling data for marketing analysis – by using 3rd party intelligence data (i.e. Euromonitor) and/or internal data (i.e. Tableau dashboard).
Supports the implementation of brand initiatives to maintain consistency across all marketing materials and customer touchpoints.
Conducts marketing and competitive research, as needed. Gathers and communicates competitive intelligence.
Assists in the planning and execution of global marketing events, conferences, and product launches, ensuring smooth operations and a consistent brand presence.
Assists with managing budgets for global marketing administrative cost center, ensuring costs are tracked and kept within allocated limits.
May perform miscellaneous duties such as assisting with marketing projects, pulling sales force information, department holiday party and other miscellaneous team building events, performing investigative research and resolving inquiries.