Executive Assistant and Marketing Coordinator

Position Summary:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Marketing Coordinator to support executive-level operations and marketing initiatives. This role combines administrative excellence with event planning and marketing skills to ensure seamless calendar management, travel planning, conference logistics, and the creation of engaging presentations.

Key Responsibilities:

Executive Support:

• Manage and maintain the executive's calendar, including scheduling meetings, appointments, and travel.
• Screen and respond to emails and phone calls with professionalism and efficiency.
• Prepare meeting agendas, take minutes, and follow up on action items.

Conference & Event Coordination:

• Lead full coordination of conference logistics from start to finish.
• Register company for conferences and secure exhibit space.
• Manage booth orders, shipping, tracking, and setup.
• Ensure timely arrival and return of booth materials and promotional items.
• Act as point of contact with conference organizers and venue staff.
• Handle post-event wrap-up, including lead follow-ups and feedback collection.

Marketing & Communication:

• Design professional PowerPoint presentations and marketing materials for meetings, pitches, and events.
• Assist in the creation and distribution of email campaigns, flyers, and digital assets.
• Coordinate social media and digital marketing tasks in collaboration with the team, as needed.

Qualifications:

• 3+ years of experience in executive support, event planning, or marketing coordination.
• Proficiency in Microsoft Office Suite, especially PowerPoint, Outlook, and Excel.
• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Ability to work independently and manage multiple priorities under tight deadlines.
• Familiarity with logistics, shipping vendors (e.g., FedEx, UPS), and CRM tools is a plus.

Preferred Skills:

• Experience in managing conference exhibits or vendor booths.
• Background in marketing or communications.
• Comfortable with virtual meeting platforms like Zoom or Microsoft Teams.
• Ability to think ahead, solve problems, and manage details without constant oversight.

Job Type: Full-time

Work Location: Remote