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Key Responsibilities and Required Skills for Marketing Executive Assistant

💰 $ - $

MarketingAdministrationAssistant

🎯 Role Definition

The Marketing Executive Assistant provides high‑impact operational and executive support to senior marketing leaders (CMO, VP Marketing or Head of Growth), enabling marketing strategy execution, campaign delivery, and seamless day‑to‑day operations. This hybrid operational/administrative role blends calendar and inbox management with marketing operations tasks such as campaign coordination, vendor management, CRM support, reporting, event logistics, and creative production oversight. The ideal candidate anticipates needs, communicates clearly with cross‑functional stakeholders, and drives processes that increase team velocity and campaign ROI.

This role is ideal for organized, detail‑oriented professionals with 2–5 years of marketing, communications, or executive support experience who can translate strategic priorities into tactical execution and improve operational workflows across people, process, and technology.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Marketing Coordinator / Marketing Assistant
  • Administrative or Executive Assistant supporting a functional leader
  • Communications or Events Coordinator

Advancement To:

  • Senior Executive Assistant — Marketing or C‑Suite
  • Marketing Operations Specialist / Manager
  • Marketing Project Manager / Campaign Manager
  • Operations Manager for Marketing or Commercial teams

Lateral Moves:

  • Content or Social Media Specialist
  • Event or Program Coordinator
  • CRM / Data Coordinator
  • Brand or Communications Specialist

Core Responsibilities

Primary Functions

  • Manage complex calendars, prioritizing and scheduling meetings for the CMO/VP Marketing and key stakeholders, preparing agendas, briefing notes, and ensuring clear pre‑reads and post‑meeting follow‑ups to accelerate decision‑making.
  • Own executive inbox triage and stakeholder communications: draft, edit and send professional responses, escalate critical items, and maintain confidentiality while representing marketing leadership.
  • Coordinate end‑to‑end execution of marketing campaigns: synchronize timelines across creative, product, PR, and sales teams, track milestones, and ensure timely delivery of assets and approvals.
  • Prepare high‑quality, on‑brand presentations and executive slide decks for board meetings, partner briefings, product launches, and quarterly business reviews using PowerPoint/Google Slides and visual assets.
  • Maintain and reconcile marketing budgets, process purchase orders and invoices, track campaign spend vs. forecast, and provide finance with backup for timely payments and budget reporting.
  • Support CRM and marketing automation tasks (HubSpot, Salesforce, Marketo): update lists, upload assets, verify tracking, and assist with lead routing rules to improve campaign effectiveness and lead quality.
  • Produce recurring and ad‑hoc performance reports and dashboards (Google Analytics, Looker Studio, Excel): summarize campaign KPIs, trend analysis and recommended action items for executive review.
  • Coordinate logistics for events, webinars and trade shows: RFP and vendor selection, travel for speakers and leadership, registration setup, run‑of‑show management and post‑event debriefs with ROI analysis.
  • Manage external agency and vendor relationships for creative, media buying and PR: handle onboarding, scope of work, deliverable reviews, status tracking and invoice validation.
  • Act as project manager for cross‑functional initiatives: create project plans, assign owners, track dependencies and run weekly stand‑ups to keep timelines on track.
  • Draft, proofread and maintain marketing collateral, copy, email templates, press materials and internal communications, ensuring brand consistency and error‑free copy.
  • Facilitate stakeholder alignment between marketing, sales, customer success and product teams: create and distribute clear meeting notes, action items and escalate blockers.
  • Oversee creative production cycles: develop briefs for designers and video teams, coordinate review rounds, consolidate feedback, and approve final assets for distribution.
  • Perform basic market research and competitive analysis to prepare succinct executive summaries and briefing documents that inform positioning and campaign strategy.
  • Set up and monitor A/B tests, landing pages and conversion tracking in CMS and analytics tools; compile test results and translate findings into optimization recommendations.
  • Organize travel and detailed itineraries for marketing leadership, manage expense reporting, and coordinate logistics for offsite meetings and leadership retreats.
  • Maintain and curate a central marketing asset library and brand guidelines, ensuring teams use the latest templates, logos and approved messaging.
  • Assist with recruiting and onboarding for the marketing team: coordinate interviews, prepare onboarding plans, and manage internal training schedules.
  • Implement and document standard operating procedures (SOPs), playbooks and templates for repeatable marketing processes to reduce cycle time and improve quality.
  • Monitor social media performance and community engagement; compile weekly summaries and work with social/content teams to address trends and issues.
  • Protect confidential information and manage sensitive communications with discretion, maintaining trust with executives and external partners.
  • Provide ad‑hoc executive support, from personal calendar coordination to preparing recognition and gifting initiatives for partners and employees.
  • Troubleshoot everyday operational issues across martech stack: escalate technical issues, coordinate with IT and vendors, and document incident resolutions to avoid recurrence.
  • Facilitate cross‑departmental knowledge sharing: coordinate trainings on tools or processes and maintain training documentation and video walkthroughs for new hires.

Secondary Functions

  • Support ad‑hoc data requests and exploratory performance analysis to inform campaign strategy and resource allocation.
  • Contribute to the organization's marketing operations roadmap by recommending tool improvements and process automations that increase efficiency.
  • Assist with CRM cleanups, data hygiene initiatives and migration planning to support accurate reporting and segmentation.
  • Participate in sprint planning and agile ceremonies for marketing projects, helping prioritize operational tasks and resource needs.
  • Help coordinate brand and compliance reviews with legal for regulated campaigns or partner co‑marketing activities.
  • Create and maintain editorial and content calendars, coordinating repurposing and distribution across channels.
  • Support development of partner/co‑marketing programs by handling logistics, creative briefs and performance tracking.
  • Run small pilot projects for new tools or platforms, gather feedback, and create rollout materials when pilots are successful.
  • Manage internal marketing procurement workflows and vendor scorecards to improve vendor selection and accountability.
  • Assist with diversity, equity and inclusion (DEI) marketing initiatives and community outreach scheduling and reporting.

Required Skills & Competencies

Hard Skills (Technical)

  • Advanced proficiency with Google Workspace (Sheets, Slides, Docs) and Microsoft Office (Excel, PowerPoint, Outlook) for executive reporting and presentations.
  • Hands‑on experience with CRM platforms (HubSpot, Salesforce) and marketing automation tools (Marketo, Pardot), including list management and basic campaign setup.
  • Familiarity with analytics and dashboarding tools (Google Analytics, Looker Studio/Looker, Tableau) to compile and interpret marketing KPIs.
  • Project management tools knowledge (Asana, Trello, Monday.com, Jira) to manage cross‑functional campaigns and track deliverables.
  • Basic design and asset management skills using Canva, Adobe Photoshop or Illustrator to review creatives and prepare simple visual assets.
  • Email marketing platforms experience (Mailchimp, HubSpot Email, SendGrid) including template management and deliverability basics.
  • Experience coordinating webinars and virtual events (Zoom Webinars, Hopin, ON24) and managing registration and speaker logistics.
  • Budgeting and expense management skills: PO processing, invoice reconciliation and campaign spend tracking.
  • SEO and content optimization fundamentals: keyword awareness, on‑page best practices and basic CMS editing (WordPress, Webflow).
  • Strong copyediting and proofreading capabilities with a focus on brand tone, clarity and error‑free deliverables.
  • Data hygiene and list segmentation experience for accurate targeting and campaign measurement.
  • Comfortable with ad hoc data manipulation in Excel: pivot tables, VLOOKUP/XLOOKUP, and basic formulas for reporting.

Soft Skills

  • Exceptional written and verbal communication with executive‑level polish.
  • Highly organized, proactive and detail‑oriented with strong multi‑tasking abilities.
  • Strong stakeholder management and diplomacy across internal teams and external vendors.
  • Problem solving and process improvement mindset — identifies bottlenecks and implements pragmatic solutions.
  • High discretion and confidentiality handling sensitive executive and company information.
  • Time management and prioritization under shifting deadlines and competing priorities.
  • Collaborative team player who can influence without direct authority.
  • Adaptable and resilient in a fast‑paced marketing environment.
  • Customer‑centric orientation to internal and external partner needs.
  • Strong initiative and ownership: closes loops and follows through on commitments.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree or equivalent professional experience in Marketing, Communications, Business Administration, or related field.

Preferred Education:

  • Bachelor’s in Marketing, Communications, Business, Public Relations, or a related discipline.
  • Professional certifications (Project Management, HubSpot, Google Analytics Individual Qualification) are a plus.

Relevant Fields of Study:

  • Marketing
  • Communications
  • Business Administration
  • Public Relations
  • Media & Advertising

Experience Requirements

Typical Experience Range:

  • 2–5 years of progressive experience supporting marketing teams, senior executives, or managing marketing operations.

Preferred:

  • 3+ years supporting senior marketing leadership or functioning in marketing operations; demonstrated experience with CRM and marketing automation, agency coordination, event management, and preparing executive‑level reports.
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