Executive Assistant and Marketing Coordinator

The Executive Assistant / Sales & Marketing Coordinator provides high-level administrative support to Executives while coordinating sales, marketing, and customer-facing activities. This role serves as a key liaison between leadership, customers, sales personnel, and internal teams, supporting business growth through effective communication, organization, customer relationship management, and marketing initiatives. Integrity, professionalism, confidentiality, initiative, and attention to detail are essential to success in this position.

Role and Responsibilities

Executive Support

• Manage executive calendars, meetings, appointments, and travel arrangements.
• Coordinate leadership meetings, prepare agendas, briefing documents, and presentation materials.
• Monitor and prioritize emails, correspondence, and incoming requests.
• Track action items, deadlines, and executive commitments to ensure follow-through.
• Prepare reports, presentations, executive summaries, and meeting minutes.
• Coordinate company events, leadership meetings, and client visits.
• Maintain confidential records and sensitive business information.

Marketing & Communications

• Manage company social media platforms, website content, and digital communications.
• Create and coordinate marketing materials and company newsletters.
• Maintain marketing assets, including photographs, videos, promotional materials, and branded merchandise.
• Support trade shows, exhibitions, customer events, and other marketing initiatives.
• Ensure consistent branding across all communication channels.

Office & Operations Support

• Maintain office records, filing systems, and administrative processes.
• Coordinate projects, support workflow improvements, and assist with strategic initiatives.
• Perform other duties as assigned.

Qualifications and Education Requirements

• 3-5 years of experience in executive support, sales coordination, marketing coordination, or a related role.
• Experience supporting senior leadership and coordinating customer-facing activities.
• Experience with CRM systems, lead management, social media, and marketing communications.
• Strong organizational, project management, and problem-solving skills.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Demonstrated professionalism, discretion, confidentiality, and customer focus.
• Ability to work independently and collaboratively.
• High level of integrity and work ethic.
• Occasional travel.

Technical Skills

• Microsoft Office Suite and Microsoft Teams
• Google Workspace
• CRM software
• Social media and website content management platforms
• Adobe Acrobat and graphic design/content creation software
• Video editing software
• Calendar and travel management tools
• AI productivity and automation tools (asset)

Preferred Competencies

• Highly organized and detail-oriented
• Strong multitasking and prioritization skills
• Proactive, resourceful, and accountable
• Excellent communication and relationship-building abilities
• Strong judgment and problem-solving skills
• Customer-focused with marketing and branding awareness

Pay: $58,000.00-$75,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Life insurance
• On-site parking
• Paid time off
• Tuition reimbursement
• Vision care

Work Location: In person