Executive Assistant Marketing Coordinator

TDS Personnel; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company is seeking an Executive Assistant Marketing Coordinator to support their President with administrative and marketing functions. The role involves calendar management, travel coordination, and overseeing marketing activities, providing a dynamic opportunity for a skilled professional in a fast-paced environment.

Qualifications

• Proficient in calendar management and scheduling.
• Strong written and verbal communication skills.
• Excellent organizational skills for administrative tasks.

Responsibilities

• Manage daily calendar and coordinate meetings.
• Handle operational and administrative tasks.
• Oversee website management and social media scheduling.

Skills

Calendar management

Written communication

Organizational skills

Travel coordination

Website management

Research coordination

Event planning

Expense reporting

Content review

Project management

Tools

Asana

Job description

Our client requires an Executive Assistant Marketing Coordinator to join their team. This role will support the company President with EA / PA duties in addition to marketing functions.

Responsibilities: Executive Assistant

1. Manage daily calendar, coordinate calls, meetings, and conferences, ensuring details are clear and organized.
2. Assist with email monitoring and responses to clients, vendors, employees, and business contacts.
3. Manage ad hoc daily requests from President and other leadership team members.
4. Handle operational and administrative tasks, including presentation prep, report generation and distribution, follow-ups, and project management.
5. Arrange all travel, including accommodations, transport, and activities, domestically and internationally.
6. Oversee website management, blog uploads, newsletter formatting, and social media scheduling.
7. Research and coordinate with vendors and service providers for various projects.
8. Manage personal tasks such as shopping, gift ordering, personal appointments, etc.
9. Support on ad hoc projects and other tasks from President and leadership team.
10. Manage internal and external events for the dealerships, executive offsites, client events, team events, townhalls, etc.
11. Manage sponsorships for the dealerships and coordinate contracts, payments, marketing materials.
12. Manage expense reports and reimbursements, ensuring all expenses are accurately recorded and submitted to the finance team.
13. Manage Social Committee and meet monthly to plan & coordinate dealership event logistics for various events.
14. Prepare for and attend scheduled marketing meetings.
15. Take notes during meetings, capturing key action items and priorities.
16. Maintain an organized file structure in the marketing drive.
17. Organize all invoices correctly, receive invoices from vendors, and ensure proper placement.
18. Access logos/assets to provide to stakeholders as needed.
19. Submit co-op documents to GM.
20. Capture/update tasks in Asana and follow up with managers on pending requests.
21. Serve as the primary contact for third-party marketing vendors.
22. Develop social media calendar and support content compilation with the team or agency.
23. Monitor competitor websites and industry trends.
24. Review websites and social media to ensure content is current and compliant.
25. Order marketing materials such as license plates, pens, event materials, swag, stationary, etc.
26. Review, proofread, and edit advertising content for accuracy and compliance.
27. Coordinate and manage internal and external events, vendors, and logistics.
28. Collaborate with managers to organize customer lists for campaigns and events.
29. Support additional requests like website updates.

Qualifications:

• Proficient in calendar management, scheduling calls, meetings, and conferences efficiently.
• Strong written and verbal communication skills for effective email management.
• Excellent organizational skills for handling requests and administrative tasks.
• Experience in travel coordination, including arrangements for accommodations and transport.
• Competence in website management, newsletter formatting, and social media scheduling.
• Ability to conduct research and coordinate with vendors for projects.
• Capability to manage personal tasks for executives.
• Skilled in event planning, vendor management, and coordination.
• Proficiency in expense reporting and financial documentation.
• Experience with marketing tasks including content review and trend monitoring.
• Familiarity with project management tools like Asana.
• Strong attention to detail in organizing files and assets.
• Ability to work collaboratively across teams and stakeholders.

If you are already registered with TDS Personnel, please contact your Consultant.

TDS Personnel is an equal opportunity employer committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations are available upon request for candidates with disabilities or medical needs during the recruitment process.