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Marketing Administrative Assistant

The Marketing Administrative Assistant is a key operational partner supporting Castle Group's Marketing and Business Development teams through precise execution, systems ownership, and logistical coordination. This role ensures marketing initiatives, new business efforts, and internal programs are delivered accurately, on time, and in alignment with Castle Group's brand standards and service philosophy.

This is a highly organized, execution-focused role ideal for a detail-oriented professional who thrives in a fast-paced, process-driven environment. The Marketing Coordinator does not own strategy or creative development but plays a critical role in enabling those functions to succeed.

All responsibilities are performed with a commitment to Castle Royal Service, demonstrating professionalism, responsiveness, and integrity in every interaction.

Responsibilities

Marketing Operations & Systems Ownership

• Serve as the primary owner of all Marketing-related Zendesk tickets, including intake, tracking, resolution, and communication.
• Create, and maintain Salesforce campaigns, including setup and updates.
• Compile and distribute weekly review channel statistics, ensuring accuracy and timely reporting.
• Coordinate employee review payout tracking, processing and communication.
• Own quarterly new business referral updates, including data coordination, PowerPoint presentation development, and communication.
• Manage new business referral communications and coordinate payout processing.

Business Development & Annual Planning Support

• Own execution of the Annual Planning Calendar (APC), including:
• Registering for trade shows, events, and sponsorships
• Sending calendar invitations and reminders
• Logging updates and submitting invoices for payment
• Coordinate all annual and ad hoc membership and sponsorship renewals, including logistics, payment processing, tracking, and communication.
• Support event execution by completing sub-item tasks assigned, coordinating materials, supplies, shipments, orders, calendars, payments, and internal communication.

Proposal & Business Development Support

• Coordinate quality control, printing, binding, shipping, logging, and communication for proposals.
• Ensure brand consistency, accuracy, and timely delivery of all proposal materials.
• Support sales presentations and other new business material updates as needed.

Promotional Items & Inventory Management

• Own promotional item fulfillment, including inventory management, order processing, packaging, shipping, tracking, and requestor communication.
• Conduct quarterly inventory audits and coordinate reordering of materials as needed.
• Maintain accurate inventory logs and documentation.

Headshots, Meetings & Internal Coordination

• Coordinate bi-annual, company-wide headshots, including scheduling, logistics, communication, and calendar invitations.
• Manage meeting logistics for Marketing and Business Development, including:
• Scheduling and calendar management
• Room/location and Zoom coordination
• Food ordering and setup as needed
• Support internal meetings and initiatives through calendar coordination, communication, and follow-up.

Administrative & Cross-Functional Support

• Serve as a cross-functional liaison between Marketing, Business Development, Accounting, Human Resources, and Operations to ensure seamless execution of marketing initiatives.
• Process payments and invoices related to marketing and business development activities.
• Coordinate administrative and process training activities associated with onboarding new marketing and business development team members.
• Coordinate home office tours, including room reservations, calendar invitations, food ordering, setup, and cleanup.
• Provide high-quality ad hoc support as business needs evolve.

Website Content Updates

• Maintain and update the Castle Group website with upcoming events, blogs, press releases, webinars ensuring accuracy of dates, locations, links, and descriptions.
• Monitor website sections for outdated content and proactively recommend updates or removals.
• Coordinate with Director of Marketing to confirm content approvals prior to publishing.

Tools & Technology

• Salesforce – Campaign setup, tracking, reporting, and data coordination
• Zendesk – Request intake, tracking, resolution, and internal communication
• Microsoft Office Suite – Advanced proficiency in PowerPoint and Copilot required
• Monday.com – Project and task management for tracking requests, timelines, and deliverables
• WordPress & RunCloud – Website content updates and maintenance
• Zoom – Internal meetings, external meetings, and webinar coordination
• PandaDoc – Proposal preparation, distribution, and tracking
• SurveyMonkey – Survey creation, distribution, and data collection
• Eventbrite – Event landing page creation and registration management
• Loom – Process documentation and video recording for training and communication

Qualifications

• 3 years of experience in marketing coordination, operations, or administrative support roles.
• Proven experience supporting marketing in a deadline-driven, professional services environment.
• Demonstrated ability to manage recurring processes with accuracy and consistency.

Education and Experience

• Bachelor's degree in Marketing, Business Administration, or a related field preferred.

Skills and Abilities

• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet recurring deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, with strong PowerPoint skills required.
• Ability to interpret data and present information clearly to internal stakeholders.
• Experience with CRM systems (Salesforce preferred), ticketing systems (Zendesk preferred), and reporting platforms is a plus.
• Demonstrated professionalism, discretion, and commitment to confidentiality.
• Ability to work occasional extended hours or weekends in support of key events or deadlines.

Physical Requirements

• This position is fully in the office, but after a 90-day review, there is the opportunity for a one-day-a-week remote day.
• Ability to lift 40lbs. following appropriate safety procedures.
• Extensive use of fingers for typing and visual use of the computer monitor.
• Handle, grasp, feel objects and equipment.
• Reach with hands and arms.
• Repeat various motions with wrists, hands and fingers. Ability to hear, understand and respond appropriately to verbal requests made in person and over the telephone.
• Ability to respond verbally in an understandable, professional manner in person and over the telephone.
• Ability to work extended hours and weekends if needed.
• Position requires a valid Driver's License.

Equal Employment Opportunity

Castle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws.

Disclaimer

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.