Marketing Administrative Assistant

LIVE | WORK; Santa Ana (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

LIVE | WORK is seeking a highly organized Administrative Assistant to support the Marketing Department in Santa Ana, California. This full-time, 100% in-office role focuses on calendars, budgets, records, and logistics to keep projects on track.

You will coordinate meetings, track expenses, prepare documents, and liaise with internal teams and vendors. Prior marketing experience is helpful but not required; exceptional organization and communication are essential.

Qualifications

• Prior administrative assistant or office coordinator experience preferred.
• Exceptional organizational skills and attention to detail are essential.
• Proficiency with Microsoft Outlook, Excel, Word, and related MS Office apps.
• Experience maintaining calendars, budgets, expenses, or tracking systems.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.

Responsibilities

• Maintain the department's master marketing calendar with events, deadlines, meetings, and schedules.
• Track ongoing projects, deadlines, and action items for timely completion.
• Keep digital files, spreadsheets, reports, and department records organized.
• Schedule meetings, prepare documents, and assist with correspondence.
• Follow up with internal departments and vendors on pending requests and deliverables.
• Provide day-to-day administrative support to the Marketing Director.

Skills

Organizational skills

Attention to detail

Microsoft Outlook

Microsoft Excel

Budget tracking

Calendar management

Written and verbal communication

Independence

Problem solving

Vendor coordination

Education

High school diploma or equivalent

Administrative certification (optional)

Tools

Microsoft Word

Job description

Schedule: Full-Time, 100% In-Office (No Hybrid or Remote)

Position Summary

We are seeking a highly organized, detail-oriented, and dependable Administrative Assistant to provide essential administrative and operational support to our Marketing Department.

This position is ideal for someone who thrives on organization, enjoys managing details, and takes pride in keeping projects, schedules, and administrative processes running smoothly.

The primary focus of this role is administrative support, including maintaining calendars, tracking expenses, managing records, coordinating logistics, and following up on outstanding tasks and deadlines.

We are looking for someone with exceptional administrative skills. Prior marketing experience is helpful but not required.

Key Responsibilities

Administrative & Organizational Support

• Manage and maintain the department's master marketing calendar, including events, deadlines, meetings, and project schedules.
• Track ongoing projects, deadlines, and outstanding action items to ensure timely completion.
• Maintain organized digital files, spreadsheets, reports, and department records.
• Schedule meetings, coordinate appointments, prepare documents, and assist with correspondence.
• Follow up with internal departments and external vendors on pending requests, approvals, and deliverables.
• Provide general day-to-day administrative support to the Marketing Director.
• Track marketing expenses, invoices, purchase orders, and department spending.
• Maintain accurate records of vendor co-op funds, marketing allowances, claims, and reimbursements.
• Assist with submitting co-op claims and following up on outstanding reimbursements.
• Request and organize vendor quotes, pricing, and invoices.
• Maintain spreadsheets and tracking reports to monitor budgets and expenditures.

Event & Program Administration

• Provide administrative and logistical support for company events, meetings, training sessions, and customer activities.

General Department Support

• Maintain accurate contact lists, databases, and department records.
• Assist with gathering information and preparing basic reports.
• Coordinate requests between departments and follow up to ensure completion.
• Support additional administrative tasks and special projects as assigned.

Qualifications

• Previous experience in an administrative assistant, office coordinator, or similar support role preferred.
• Exceptional organizational skills and attention to detail are essential.
• Strong proficiency in Microsoft Outlook, Excel, Word, and other Microsoft Office applications.
• Experience maintaining spreadsheets, calendars, budgets, or expense tracking systems.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Dependable, resourceful, and able to work independently.
• Proactive approach to problem-solving and following up on outstanding tasks.
• Ability to maintain confidentiality and exercise good judgment.
• Marketing experience is a plus but not required.

Ideal Candidate

The ideal candidate is someone who:

• Is naturally organized and enjoys creating order.
• Takes initiative and follows through without constant reminders.
• Is comfortable working with spreadsheets, tracking systems, and administrative processes.
• Pays close attention to details, deadlines, and accuracy.
• Can anticipate needs and help keep the department running efficiently.
• Is willing to jump in and help wherever needed.

This is a full-time, 100% in-office position based in Santa Ana, California. The role is primarily office-based, with occasional responsibilities supporting company events or coordinating materials in warehouse areas.

The position includes an introductory evaluation period with performance check-ins at 30, 60, and 90 days.

Why Join Us

This role offers an opportunity to contribute directly to company growth by supporting impactful marketing programs, customer engagement initiatives, and internal business development efforts.