Torchora
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Key Responsibilities and Required Skills for Marketing Administrative Assistant

💰 $40,000 - $60,000

MarketingAdministrationOperationsEntry-level

🎯 Role Definition

The Marketing Administrative Assistant provides operational and administrative support to marketing teams to drive efficient campaign execution, consistent brand activation, and measurable results. This role coordinates day-to-day marketing workflows including calendar management, vendor and agency communications, collateral fulfillment, CRM updates, email marketing setup, event logistics, and basic analytics reporting. Ideal candidates are organized communicators with hands-on experience using marketing tools (CRM, email platforms, CMS, Google Analytics) and a strong orientation toward process, accuracy, and cross-team collaboration.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Office Coordinator with exposure to marketing tasks
  • Marketing Intern or Marketing Coordinator (entry-level)
  • Customer service or sales support roles with strong CRM experience

Advancement To:

  • Marketing Coordinator / Campaign Coordinator
  • Marketing Operations Specialist
  • Events & Partnerships Coordinator
  • Senior Marketing Operations or Manager, Marketing Programs

Lateral Moves:

  • Sales Operations Assistant
  • Project Coordinator (cross-functional)
  • Communications or Content Assistant

Core Responsibilities

Primary Functions

  • Manage day-to-day marketing calendars and project trackers, ensuring marketing campaigns, content deadlines, and cross-functional meetings are scheduled, communicated, and followed up on to meet time-sensitive launch dates.
  • Coordinate end-to-end logistics for external and internal marketing events, including venue booking, vendor coordination, travel arrangements, booth shipping, on-site materials, and post-event reporting to support trade shows, conferences, and roadshows.
  • Maintain and update the company’s marketing asset library and digital collateral repository, ensuring versions are brand-compliant, labeled properly, and accessible for sales and partners.
  • Prepare, proofread, and format marketing materials, presentations, one-pagers, and proposals to align with brand guidelines and campaign requirements before distribution.
  • Support email marketing and nurture campaigns by building audience lists, scheduling sends, testing templates, and monitoring deliverability using platforms such as Mailchimp, HubSpot, or Constant Contact.
  • Act as the CRM steward for marketing lists: import/export leads, deduplicate records, maintain segmentation logic, assign leads to campaigns, and ensure data hygiene and attribution using Salesforce, HubSpot, or similar CRMs.
  • Assist marketing managers in campaign setup and launch workflows: preparing briefs, tracking creative assets, obtaining approvals, and coordinating with design and digital agencies to keep timelines on track.
  • Monitor and report basic campaign and channel performance metrics (email open/click rates, campaign impressions, lead volume) using Google Analytics, email platform dashboards, and campaign trackers to inform stakeholders.
  • Manage purchase orders, vendor invoices, and budget tracking for marketing projects, reconciling spend against campaign budgets and escalating discrepancies to marketing finance or management.
  • Coordinate social media scheduling and content publication support by preparing posts, uploading assets, and managing scheduling tools (Hootsuite, Sprout Social, Buffer) under guidance from the social media lead.
  • Assist with website content updates and basic CMS tasks (WordPress, Drupal) such as uploading new pages, updating event pages, and ensuring links, hero images, and metadata follow SEO best practices.
  • Facilitate internal and external communications by drafting meeting agendas, circulating briefs, summarizing action items, and maintaining campaign documentation and version control.
  • Prepare attendee lists, registration processes, badges, and follow-up communications for webinars and virtual events; coordinate with webinar platforms (Zoom, ON24) to ensure smooth technical execution.
  • Support lead handoff processes by creating tracking sheets, tagging source/campaign information, and coordinating with sales to ensure timely follow-up and accurate attribution.
  • Maintain vendor and agency contact lists and contracts, proactively scheduling renewals or RFQs, and acting as primary point of contact for marketing supplies, print orders, and branded merchandise.
  • Coordinate print production workflows: solicit estimates, manage proofs, confirm print runs, track delivery schedules, and conduct quality checks for brochures, direct mail, and POP materials.
  • Assist in preparing marketing reports, sales enablement materials, and program summaries for weekly and monthly leadership reviews, synthesize insights into actionable next steps.
  • Support recruitment and onboarding for temporary marketing staff or volunteers during major events, including training on brand standards, staffing schedules, and event responsibilities.
  • Execute administrative tasks such as expense reporting, calendar invites, travel bookings for marketing team members, and maintaining marketing department subscriptions and software licenses.
  • Ensure compliance with brand and legal requirements on marketing materials by reviewing copy, approvals, and required disclosures prior to distribution.
  • Support A/B testing logistics and sample distribution for creative or email variations, coordinating audience segments, test windows, and result collection to enable optimization.
  • Coordinate fulfillment of inbound marketing collateral requests from sales or partners, manage packaging/shipping logistics, and track inventory levels of promotional items and sales kits.

Secondary Functions

  • Assist with competitive marketing and market intelligence gathering by collecting public collateral, summarizing key messages, and maintaining competitor content libraries for team reference.
  • Help implement and document standard operating procedures (SOPs) for repeatable marketing processes like campaign launch checklists, vendor onboarding, and asset request workflows.
  • Support basic SEO and content hygiene tasks such as updating meta descriptions, alt text, and internal linking on landing pages under guidance from the content team.
  • Participate in cross-functional project meetings (product launches, sales enablement, customer success initiatives) to capture requirements and coordinate marketing deliverables.
  • Respond to inbound marketing requests from internal stakeholders, triaging priorities and routing to the appropriate marketing owners while ensuring SLA adherence.
  • Assist in basic marketing research and data pulls to support campaign targeting, persona refinement, and post-campaign analysis.
  • Coordinate quarterly inventory audits for promotional items, branded apparel, and collateral, and create replenishment orders as needed.
  • Provide ad-hoc administrative support for the marketing leadership team, including preparing executive presentation materials and managing confidential documentation.

Required Skills & Competencies

Hard Skills (Technical)

  • CRM management: Hands-on experience with Salesforce, HubSpot, or similar CRMs for list management, lead imports, segmentation, and basic workflow maintenance.
  • Email marketing platforms: Experience setting up sends, templates, and audience lists in Mailchimp, HubSpot Email, Constant Contact, or similar.
  • Content Management Systems: Basic content updates and page publishing experience in WordPress, Drupal, or enterprise CMS tools.
  • Google Analytics and basic reporting: Ability to pull standard reports (traffic, acquisition, campaign tagging) and summarize key metrics.
  • Microsoft Office / Google Workspace: Strong proficiency in Excel/Sheets (pivot tables, vlookups/basic formulas), PowerPoint/Slides, and Word/Docs for reporting and presentations.
  • Social scheduling tools: Familiarity with Hootsuite, Sprout Social, Buffer, or native platform scheduling for content posting and calendar management.
  • Project management tools: Comfortable working with Asana, Trello, Monday.com, or Jira to track tasks, timelines, and campaign deliverables.
  • Design familiarity: Basic proficiency with Adobe Creative Cloud (Photoshop, Illustrator) or Canva for light editing and preparing production-ready files.
  • Event platforms and webinar tech: Experience coordinating logistics with Zoom, ON24, GoToWebinar, or event management platforms.
  • SEO fundamentals: Understanding of on-page SEO basics — meta tags, alt text, headings, and keyword placement for content updates.
  • Print and vendor production knowledge: Experience managing print proofs, press checks, and vendor communications for physical collateral.
  • Data hygiene and lead attribution: Strong understanding of deduplication, source tracking, UTM parameters, and campaign tagging best practices.

Soft Skills

  • Exceptional organizational skills with the ability to manage multiple concurrent marketing projects and prioritize under tight deadlines.
  • Strong written and verbal communication; ability to draft clear meeting minutes, briefs, email copy, and stakeholder updates.
  • Attention to detail and quality control mindset when proofreading materials and reviewing final assets.
  • Collaboration and cross-functional teamwork with product, sales, finance, and external agencies to drive execution.
  • Problem-solving and initiative: anticipate operational bottlenecks and propose practical process improvements.
  • Time management and reliability; consistently delivers tasks on schedule and escalates issues proactively.
  • Customer-service orientation when supporting internal stakeholders and external vendors.
  • Adaptability and learning agility to quickly adopt new marketing technologies and workflows.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent required; strong administrative background acceptable.

Preferred Education:

  • Associate’s or Bachelor’s degree in Marketing, Communications, Business Administration, or a related field preferred.

Relevant Fields of Study:

  • Marketing
  • Communications
  • Business Administration
  • Digital Media / Advertising

Experience Requirements

Typical Experience Range:

  • 1–3 years of marketing administrative support, marketing operations, events coordination, or similar roles.

Preferred:

  • 2+ years supporting marketing teams in a B2B or B2C environment with hands-on experience in CRM, email marketing platforms, event logistics, and campaign coordination. Experience with Salesforce or HubSpot and Google Analytics is a strong plus.
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