Executive Assistant & Marketing Coordinator

Xse Group; Middletown (CT); On-site; USD 68,000 - 80,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Paid time off

Job summary

Xse Group in Middletown, CT is seeking an Executive Assistant & Marketing Coordinator to support the CEO and lead day-to-day marketing initiatives. You will manage calendars, coordinate travel, and ensure campaigns, website updates, and events run smoothly.

The role requires 3–6 years of experience in executive support or marketing operations, a 4-year degree, and strong organizational and communication skills. This onsite position offers a 8 am–5 pm EST schedule and competitive compensation.

Qualifications

• 3–6 years of experience in executive support, coordination, or marketing operations roles.
• Demonstrated ability to support senior leaders in a fast-paced environment.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Ability to manage multiple priorities and operate independently.
• Experience with marketing tools (HubSpot preferred) and website content management.
• Proficiency in Microsoft 365 (Outlook, Excel, Teams, SharePoint).
• Strong written and verbal communication skills.
• High level of integrity and discretion in handling confidential information.
• Proactive, resourceful, and detail-oriented with a problem-solving mindset.
• Ability and willingness to work onsite five days per week at our Middletown, CT, offices.
• Hours are 8 am to 5 pm EST, Monday through Friday.

Responsibilities

• Own executive calendar, including prioritization, scheduling, and conflict resolution.
• Act as a gatekeeper for incoming requests, ensuring effective use of executive time.
• Prepare meeting agendas, materials, and pre-reads; capture notes and drive follow-ups.
• Track key initiatives, commitments, and action items to ensure execution and accountability.
• Coordinate travel, events, and internal logistics as needed.
• Serve as a central point of coordination across internal teams on behalf of leadership.
• Own execution of the marketing calendar, including email campaigns, events, and content updates.
• Build and deploy email campaigns (HubSpot or similar), including drafting and QA.
• Coordinate trade shows, customer events, and marketing initiatives end-to-end.
• Manage website updates, landing pages, and product/content updates.
• Oversee social media scheduling and basic content publishing.
• Identify gaps or opportunities in marketing execution and proactively recommend improvements.
• Track progress of key projects and ensure deadlines are met across teams.
• Follow up with stakeholders to maintain momentum and accountability.
• Maintain organization of shared materials, systems, and workflows.
• Improve internal processes and documentation to increase efficiency and consistency.

Skills

Executive support

Marketing coordination

Cross-functional coordination

Organizational skills

Communication

Problem solving

Education

Bachelor's degree

Tools

HubSpot

Website CMS

Microsoft 365

Excel

Outlook

Job description

Job Details

Location: Middletown, CT 06457
Position Type: Full Time
Education Level: 4 Year Degree
Salary Range: $68,000 - $80,000 per year
Travel: Negligible
Shift: Day (8 am – 5 pm EST)
Job Category: Marketing

About the Role

The Executive Assistant & Marketing Coordinator serves as a force multiplier for executive leadership while owning day-to-day execution of marketing initiatives. This role is responsible for managing priorities, driving follow-through, and ensuring both executive workflows and marketing programs run smoothly and on schedule. This is a high‑trust, high‑autonomy position that requires proactive, highly organized, and resourceful judgment with limited direction.

Key Responsibilities

• Executive Support
  • Own executive calendar, including prioritization, scheduling, and conflict resolution
  • Act as a gatekeeper for incoming requests, ensuring effective use of executive time
  • Prepare meeting agendas, materials, and pre‑reads; capture notes and drive follow‑ups
  • Track key initiatives, commitments, and action items to ensure execution and accountability
  • Coordinate travel, events, and internal logistics as needed
  • Serve as a central point of coordination across internal teams on behalf of leadership
• Marketing Coordination
  • Own execution of the marketing calendar, including email campaigns, events, and content updates
  • Build and deploy email campaigns (HubSpot or similar), including drafting and QA
  • Coordinate trade shows, customer events, and marketing initiatives end‑to‑end
  • Manage website updates, landing pages, and product/content updates
  • Oversee social media scheduling and basic content publishing
  • Identify gaps or opportunities in marketing execution and proactively recommend improvements
• Cross‑Functional Coordination
  • Track progress of key projects and ensure deadlines are met across teams
  • Follow up with stakeholders to maintain momentum and accountability
  • Maintain organization of shared materials, systems, and workflows
  • Improve internal processes and documentation to increase efficiency and consistency

90‑Day Success Expectations

First 30 Days

• Develop working knowledge of systems (HubSpot, website CMS, internal tools)
• Begin managing executive calendar and scheduling with guidance
• Support execution of ongoing marketing campaigns and initiatives
• Build relationships with key internal stakeholders

By Day 60

• Independently manage calendar and scheduling priorities with minimal oversight
• Execute email campaigns and marketing initiatives end‑to‑end
• Successfully coordinate at least one event or campaign
• Demonstrate strong follow‑through on executive and cross‑functional commitments

By Day 90

• Fully own day‑to‑day executive support, including prioritization and follow‑up tracking
• Independently run marketing coordination workflows and execution calendar
• Proactively identify and implement improvements to workflows or processes
• Operate as a reliable point of coordination across leadership and teams

Qualifications

• 3–6 years of experience in executive support, coordination, or marketing operations roles
• Demonstrated ability to support senior leaders in a fast‑paced environment
• Strong organizational skills with exceptional attention to detail and follow‑through
• Ability to manage multiple priorities and operate independently
• Experience with marketing tools (HubSpot preferred) and website content management
• Proficiency in Microsoft 365 (Outlook, Excel, Teams, SharePoint)
• Strong written and verbal communication skills
• High level of integrity and discretion in handling confidential information
• Proactive, resourceful, and detail‑oriented with a problem‑solving mindset
• Ability and willingness to work onsite five days per week at our Middletown, CT, offices
• Hours are 8 am to 5 pm EST, Monday through Friday
• Demonstrated enthusiasm for and expression of our corporate values:
  • Growth Mindset: you never assume the status quo is best; you see what is possible instead of what isn’t and develop a plan to make it reality
  • Technologically Fluent: you integrate best practice technological solutions into your work to improve productivity; you always want to learn more about the best technology available and can credibly advise others on technological solutions
  • Customer First: you value relationships as the foundation of business; you aspire to exceed expectations in every client interaction; you constantly look for ways to stand out and add value as a business partner

Benefits

• Total annual compensation of $68,000-80,000 depending on experience
• Comprehensive wellness benefits including health, dental, and vision insurance
• Employer-sponsored 401(k) plan and life insurance
• Paid vacation, holiday, and sick time

Equal Opportunity Employer

We are an equal opportunity employer and give consideration for employment to qualified applicants without regard to race, color, religion, sex, national origin, disability or protected veteran status.