Marketing Materials Office Assistant

HRS Talent Solutions; Prince George; Remote; CAD 62,000 - 65,000; Full time

Job summary

HRS Talent Solutions is seeking a Marketing Materials Office Assistant to keep campaign assets organized, name files, and maintain a simple online index. You will flag unclear versions and ensure approved materials are shared with the team.

Ideal candidates bring office administration or customer service experience and basic computer confidence; the role is full-time and remote in Canada with standard file-handling duties.

Qualifications

• Office administration experience can help with accurate filing.
• Customer service experience can aid concise replies to colleagues.
• Basic computer confidence is beneficial for day-to-day tasks.

Responsibilities

• Keep marketing materials organized and named according to instructions.
• Maintain a simple online index and flag unclear versions.
• Share approved files with the team and ensure correct versioning.
• Check links open properly and keep a clear status history.
• Record who supplied replacements and when the checklist was updated.
• Answer routine questions like "where is the file?" from the record.

Skills

Office administration

Customer service

Computer literacy

Job description

Marketing Materials Office Assistant

Office Administration | Campaign Materials | Remote | Full-time | 61,880–65,000 per year

One campaign can have several versions of the same file

This introductory role keeps supplied marketing materials organized for the team using them. You will name and place approved files according to the employer’s instructions, maintain a simple online index, and flag unclear versions. You will not design a campaign, approve a creative decision, or publish a file because its name happens to include “final.”

Materials in the queue

• Approved images or documents for an upcoming message.
• Revised files returned after a review.
• Notes indicating which version has been accepted.
• Requests from colleagues for the current approved asset.

A colleague may supply a revised graphic while another asks for the earlier file. Check the approval note and version information before sharing either one. If the instruction is unclear, ask the campaign owner to identify the correct material. Keep both files where the team’s procedure requires them, rather than overwriting a source without permission.

The administration behind a clean handoff

You may rename a file using the supplied convention, add its link to a tracking sheet, check that the link opens, and note whether it is approved or still under review. A completed entry should tell the next person what the file is for and which version it points to. When a campaign has several channels, keep their materials separate even when the images look similar.

• Use approved names and folders consistently.
• Connect each asset to the correct campaign record.
• Check that a shared link opens the intended version.
• Mark missing files or conflicting approval notes for review.
• Answer routine “where is the file?” questions from the record.
• Keep a status history when a new version replaces an old one.

Office administration experience can help with accurate filing; customer service experience can help with concise replies to colleagues waiting on a file. Neither background is required. New applicants are welcome; onboarding can cover the assigned folders, naming rules, and status labels. You should bring basic computer confidence and a willingness to stop when an approval is uncertain.

An asset request may come from a colleague who remembers only a campaign nickname. Use the available project record to identify the intended material and ask for clarification when two matches remain. Do not share an unapproved version because it looks visually finished. A brief response with the correct link and version status is more useful than sending an entire folder. If a shared link no longer works, report the problem and restore the reference only under the team’s process.

At the end of an assignment, the index should point to the approved file and show which later revision remains under review. That is the practical outcome of this role.

This position is full-time and is remote. A home office or suitable workspace can help you review details without sharing unreleased materials. The actual schedule and file access rules will be confirmed by the hiring company.

The same image may exist in different sizes for different uses. Use the supplied asset reference and destination information before linking it, and flag missing specifications rather than selecting a version by appearance alone. The work focuses on organizing approved materials.

A campaign folder may hold a current banner, an older draft and a version sized for a different channel. Match each file against the supplied checklist and naming convention before sharing it with a colleague. If the requested version is missing, flag that gap instead of renaming another file to make the list appear complete. Record who supplied a replacement and when the checklist was updated. This helps the publishing team find the approved materials without repeating a search through multiple folders.

About your application

Show how you have kept files organized or distinguished one version from another. Experience from a nonmarketing office, school, or volunteer project can be useful here. Formal design experience is not a condition for this role.