Torchora
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Key Responsibilities and Required Skills for Marketing Administrator

💰 $45,000 - $65,000

MarketingAdministrationBusiness Support

🎯 Role Definition

At the heart of every successful marketing department is a Marketing Administrator, the organizational linchpin that ensures strategies are executed flawlessly and the team operates at peak efficiency. This role is a fantastic blend of administrative prowess and marketing savvy, designed for a detail-oriented individual who loves to bring order to creative chaos.

As a Marketing Administrator, you are the central coordinator, the go-to person who manages the moving parts of marketing campaigns, events, and day-to-day operations. You'll be instrumental in maintaining budgets, organizing critical assets, managing data, and providing vital support that allows the creative and strategic minds on your team to focus on what they do best. Think of this role as the mission control for the marketing function, ensuring all systems are go for launch.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Team Assistant
  • Marketing Intern or recent Marketing Graduate
  • Customer Service Representative looking to move into marketing

Advancement To:

  • Marketing Coordinator or Senior Marketing Administrator
  • Marketing Specialist (focusing on an area like Email, Social Media, or Content)
  • Junior Marketing Manager or Assistant Brand Manager

Lateral Moves:

  • Events Coordinator
  • Sales Administrator or Sales Operations Coordinator
  • Communications Assistant

Core Responsibilities

Primary Functions

  • Manage the marketing department's master calendar, coordinating campaign timelines, content schedules, promotional activities, and key deadlines to ensure all activities are aligned.
  • Provide comprehensive administrative support to the Marketing Director and the wider team, including scheduling complex meetings, preparing agendas, and transcribing meeting minutes.
  • Act as the primary point of contact for the marketing department, skillfully fielding and directing inquiries from internal teams, external partners, and the public.
  • Process, code, and track all marketing-related invoices, purchase orders, and expense reports, ensuring meticulous adherence to budget and financial protocols.
  • Maintain and meticulously organize the company's digital asset management (DAM) system, ensuring all marketing collateral, brand assets, images, and videos are current and easily accessible.
  • Assist in the creation and professional formatting of compelling marketing presentations, internal communications, newsletters, and reports using MS PowerPoint, Word, and Excel.
  • Support the end-to-end execution of multi-channel marketing campaigns by coordinating project tasks, tracking deliverables, and communicating status updates to stakeholders.
  • Take ownership of the CRM database (e.g., Salesforce, HubSpot), performing regular data cleansing, updating contact information, and ensuring the highest level of data integrity for marketing and sales efforts.
  • Assist in the deployment of email marketing campaigns, including managing distribution lists, segmenting audiences, and performing quality assurance checks before launch.
  • Help coordinate the complex logistics for corporate events, trade shows, and webinars, from vendor negotiation and venue booking to shipping materials and managing on-site registration.
  • Conduct foundational market and competitor research to gather intelligence that informs marketing strategy and identifies new opportunities.
  • Monitor corporate social media channels for customer comments and questions, responding in a timely and on-brand manner or escalating as necessary.
  • Compile and distribute regular marketing performance reports, pulling data from sources like Google Analytics, social media platforms, and CRM dashboards to highlight key metrics and campaign ROI.
  • Liaise with external vendors, agencies, and freelancers—such as printers, promotional goods suppliers, and digital marketing partners—to obtain quotes, place orders, and ensure on-time delivery.
  • Manage the inventory of physical marketing collateral and promotional merchandise, anticipating needs and coordinating re-orders to avoid stockouts.
  • Provide crucial proofreading and editing support for a variety of marketing copy, including emails, social media posts, and brochures, to ensure grammatical accuracy and brand consistency.
  • Serve as a key support liaison for the sales team, equipping them with the latest marketing materials, lead intelligence reports, and campaign information.
  • Coordinate the collection and submission of materials for industry awards, case studies, and public relations opportunities.
  • Facilitate the administrative onboarding of new marketing team members, ensuring they have the necessary system access, equipment, and introductory materials.
  • Manage and track renewals for the department's portfolio of marketing software subscriptions, publications, and online tools.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to answer specific business questions from the marketing team.
  • Contribute to the evolution of the department's operational processes by identifying and suggesting areas for improvement.
  • Collaborate with cross-functional teams like Sales, IT, and Finance to ensure seamless integration of marketing activities and reporting.
  • Assist with internal communication efforts, including the distribution of company-wide marketing updates or newsletters.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Office Suite Mastery: Advanced proficiency in Excel (pivot tables, v-lookups), PowerPoint (creating professional presentations), and Word.
  • CRM Software: Hands-on experience with at least one major CRM platform such as Salesforce, HubSpot, Zoho CRM, or Microsoft Dynamics.
  • Email Marketing Platforms: Familiarity with tools like Mailchimp, Constant Contact, or Campaign Monitor for list management and campaign deployment.
  • Social Media Management Tools: Working knowledge of scheduling and monitoring platforms like Hootsuite, Buffer, or Sprout Social.
  • Basic Analytics: Understanding of how to navigate and pull basic reports from Google Analytics or similar web analytics tools.
  • Content Management Systems (CMS): Experience making basic content updates or edits in a CMS like WordPress is highly desirable.
  • Project Management Software: Competency in using tools like Asana, Trello, or Monday.com to track tasks and deadlines.
  • Basic Design Tools: Ability to perform simple design tasks (e.g., resizing images, adding text to templates) using tools like Canva.
  • Data Entry & Management: Proven ability to manage large datasets with speed, accuracy, and a keen eye for detail.
  • Budget & Invoice Tracking: Experience with financial administration, including processing invoices and tracking expenses against a budget.

Soft Skills

  • Exceptional Organization: The ability to juggle multiple projects, deadlines, and priorities simultaneously without letting anything slip through the cracks.
  • Meticulous Attention to Detail: A passion for accuracy, from proofreading copy to ensuring data is entered correctly.
  • Proactive & Takes Initiative: A forward-thinker who anticipates needs and solves problems before they arise.
  • Stellar Communication: Excellent written and verbal communication skills, with the ability to interact professionally with all levels of an organization.
  • Adaptability: Thrives in a fast-paced, dynamic environment and can pivot quickly as priorities change.
  • Collaborative Spirit: A true team player who enjoys supporting others and contributing to a shared goal.
  • Resourcefulness: A knack for finding information, troubleshooting issues, and getting the job done efficiently.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent, combined with relevant work experience. An Associate's Degree is often preferred.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Marketing or Communications
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in an administrative, project coordination, or support role, preferably within a marketing or creative environment.

Preferred:

  • Direct experience supporting a busy marketing team is a significant advantage. Exposure to the specific industry (e.g., Tech, Healthcare, CPG) in which the company operates is also highly valued.
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