Marketing Assistant

LifeSpire of Virginia; Richmond (VA); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

Dental insurance

PTO

Retirement contribution 4.5%

HSA match

Tuition reimbursement

Early earned wages

Job summary

LifeSpire of Virginia in Richmond, VA is seeking a Marketing Assistant to support the Marketing Department and coordinate move-in and move-out processes for our senior living community.

This full-time role emphasizes administrative excellence, accurate documentation, data entry in the lead management system, and strong customer service to enhance resident satisfaction and census growth.

Qualifications

• 2–4 years of experience in marketing support, operations coordination, or executive administration preferred.
• Proficient written and verbal communication with professional presentation skills.
• Strong organizational skills and ability to manage multiple deadlines.
• Experience with CRM/lead management systems and Microsoft Office.

Responsibilities

• Support the Marketing Department with administrative tasks and reporting.
• Coordinate move-in/move-out processes and residence readiness.
• Maintain prospect and resident documentation and inventories.
• Update lead management system with timely data entries and inquiries.
• Assist with coordinating events and outreach activities.
• Handle mail, deposits, and financial documentation in coordination with Accounting.

Skills

Marketing support

Operations coordination

Executive administration

CRM/lead management

Microsoft Office

Tools

Lead management system

CRM software

Job description

Marketing Assistant - Senior Living Full-Time

Join Us in Empowering Purposeful Living

At the heart of everything we do is a powerful mission: Empowering individuals with choices in purposeful living. We envision a vibrant community where faith, wellness, and connection thrive together.

Guided by our core values Faith, Servant Leadership, Stewardship, Integrity, Innovation, and Joy, we are committed to creating an environment where both our team and those we serve can flourish. If you're passionate about making a meaningful impact and being part of something bigger, we invite you to explore a career with us.

Position Summary

The Marketing Assistant supports the Marketing Department by providing administrative and operational coordination, overseeing the execution of move-in and move-out processes, and maintaining accurate prospect and resident documentation. The incumbent performs administrative and clerical duties, schedules and arranges appointments, prepares professional correspondence, assists with data assimilation and reporting, maintains files and inventory tracking, and ensures seamless coordination between residents, families, and internal departments. This position does not carry direct sales responsibility but supports census growth through strong administrative execution, exceptional customer service, and professional communication.

Essential Job Functions

• Supports the Mission, Vision, and Values of LifeSpire
• Performs administrative and related work: prepares letters, reports, records, and utilizes strong organizational skills to support the Department
• Greets and screens visitors and provides accurate information when Marketing Counselors are unavailable; answers telephones, takes messages, and responds to inquiries in accordance with general instructions while maintaining confidentiality
• Maintains department calendar and schedules appointments, tours, meetings, and transition timelines
• Screens incoming correspondence and routes calls and mail appropriately
• Orders and maintains office supplies and marketing materials
• Compiles sales information and prepares weekly sales and inventory reports
• Maintains computer database of prospective residents including waiting lists, inventory list, master log of future residences, and timely database entry and updates within the lead management system
• Coordinates and maintains Lead Distribution systems as directed
• Assists the department in implementing special events and cultivation meetings
• Manages mail processes including invitations, brochures, and general correspondence
• Responsible for making and balancing deposits and managing financial documentation and reporting
• Inputs data and inquiries into lead management system on a timely and accurate basis
• Assists Marketing Counselors with maintaining files on all new residents (sales, cancellations, transfers, etc.)
• Responsible for facilitating completion and tracking of move-in documentation
• Coordinates move-ins with residents, families, and internal departments to ensure residence readiness
• Coordinates renovation selections, scheduling, and communication with appropriate departments to ensure timeliness and accuracy
• Serves as Move-Out Coordinator for residents transitioning from and within the community
• Tracks notice dates, move-out dates, cancellations, and inventory availability
• Coordinates with accounting regarding final statements, deposits, and refunds
• Works alongside other departments to initiate timely unit turnover and readiness
• Updates inventory tracking reports and communicates availability to the Marketing team
• Maintains professionalism and accuracy in all written and verbal correspondence
• May assist with community presentations or small group events requiring professional public speaking

Working Hours

General working hours may include occasional nights, weekends, holidays, and the ability to be on-site during inclement weather events or scheduled marketing events.

General Qualifications

• 2–4 years of experience in marketing support, operations coordination, executive administration, or senior living preferred
• Exceptional written and verbal communication skills with ability to speak professionally to small groups
• Strong ability to organize, prioritize, and manage multiple deadlines
• Demonstrated accuracy in documentation and reporting
• Strong customer service orientation and professional presence
• Proficiency in CRM/lead management systems and Microsoft Office
• Ability to safely operate a motor vehicle if required

Benefits

• Medical, Vision, Dental
• PTO
• Employer Retirement Contribution 4.5%
• HSA Match
• Tuition Reimbursement
• Supportive Environment and Leadership
• Amazing residents and collaborative teams!
• Access to early earned wages

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.