Sales-Marketing Assistant

Fairway Staffing Solutions; Irvine (CA); On-site; USD 25,000 - 33,000; Full time

Job summary

EmergencyMD in Irvine, CA is seeking a Receptionist / Marketing & Executive Support Coordinator to welcome clients, visitors, and VIP guests while delivering administrative, marketing, event, and executive support. This role requires excellent communication, sharp attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key duties include coordinating travel for executives, preparing marketing materials and samples, managing calendars, supporting trade

Qualifications

• 1+ year of administrative, receptionist, hospitality, marketing, or related experience
• Excellent verbal communication and interpersonal skills
• Professional and welcoming demeanor with clients, visitors, and VIP guests
• Strong attention to detail and excellent organizational skills
• Ability to manage multiple priorities and meet deadlines
• Ability to work independently and as part of a team
• Proficiency with Microsoft Office Suite and Adobe or related software
• Strong customer service and problem-solving skills
• Flexibility to support executives and company events as needed

Responsibilities

• Greet clients, visitors, and VIP guests and direct or escort them to the appropriate location
• Arrange VIP hotel accommodations, breakfast, dessert, dinner reservations, and activities
• Prepare marketing materials, including brochures, presentations, welcome materials, and product samples
• Manage inventory of brochures, giveaways, marketing materials, and samples
• Arrange and ship display materials for trade shows
• Register AIA events and send certificates as required
• Provide document support for meetings, trainings, and presentations
• Assist with setup and coordination of training events, catering, and company events
• Follow up on leads generated from company trade shows
• Arrange travel accommodations for executives and sales teams attending major trade shows
• Schedule meetings and maintain department calendars
• Monitor, filter, and forward emails received through the general company inbox to the appropriate personnel
• Assist with executive personal tasks and errands as requested
• Provide general administrative and clerical support to the team
• Maintain organized records, materials, and event-related documentation
• Perform other duties as assigned

Skills

Verbal communication

Interpersonal skills

Customer service

Organization

Multitasking

Tools

Microsoft Office Suite

Adobe

Job description

Schedule: Monday – Friday
Hours: 7:00 AM – 3:30 PM
Job Term: Temp

Position Summary

The Receptionist / Marketing & Executive Support Coordinator is responsible for welcoming clients, visitors, and VIP guests while providing administrative, marketing, event, and executive support. This position requires excellent communication skills, strong attention to detail, and the ability to manage multiple responsibilities in a professional and fast-paced environment.

Job Duties

• Greet clients, visitors, and VIP guests and direct or escort them to the appropriate location

• Arrange VIP hotel accommodations, breakfast, dessert, dinner reservations, and activities

• Prepare marketing materials, including brochures, presentations, welcome materials, and product samples

• Manage inventory of brochures, giveaways, marketing materials, and samples

• Arrange and ship display materials for trade shows

• Register AIA events and send certificates as required

• Provide document support for meetings, trainings, and presentations

• Assist with setup and coordination of training events, catering, and company events

• Follow up on leads generated from company trade shows

• Arrange travel accommodations for executives and sales teams attending major trade shows

• Schedule meetings and maintain department calendars

• Monitor, filter, and forward emails received through the general company inbox to the appropriate personnel

• Assist with executive personal tasks and errands as requested

• Provide general administrative and clerical support to the team

• Maintain organized records, materials, and event-related documentation

• Perform other duties as assigned

Job Requirements

• Minimum 1+ year of administrative, receptionist, hospitality, marketing, or related experience

• Excellent verbal communication and interpersonal skills

• Professional and welcoming demeanor with clients, visitors, and VIP guests

• Strong attention to detail and excellent organizational skills

• Ability to manage multiple priorities and meet deadlines

• Ability to work independently and as part of a team

• Basic understanding of administrative and clerical procedures and systems

• Proficiency with Microsoft Office Suite and Adobe or related software

• Strong customer service and problem-solving skills

• Flexibility and willingness to support executives and company events as needed