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Associate Marketing Assistant 586563

Digital Advertising | San Francisco, CA | Full Time, Contract, and Temporary

Job Description

Associate Marketing Assistant

Division Overview: Our dynamic team is a multi-disciplinary collection of designers, writers, branding experts, producers and strategists who work across brands and programs of our company. This is a unique role - responsibilities include assisting in planning, managing and executing experiential marketing programs across multiple brands within the company. This individual will own crucial aspects of these programs and be exposed to the strategy by understanding our audience and brand needs to help achieve business goals.  This candidate also will directly assist the VP - Brand, Experience & Partnerships with managing the calendar, travel, coordinating high-level meetings and offsite events and monthly finance reconciliation.The ideal candidate must be a self-starter who can efficiently prioritize multiple requests and objectives into actionable plans and tasks. S/he has a strong understanding of event management/experiential marketing, a positive can-do attitude and can thrive in a dynamic environment.  High energy and flexibility as well as poise, confidence and the ability to interface with clients, senior leaders and co-workers in a professional, approachable, and positive manner are a must.

Responsibilities:

  • Manage projects by developing comprehensive work plans, including schedules, key milestones and deliverables to help coordinate cross-functional teams towards achievements

  • For events, manage travel and ground transportation (booking and organizing for internal staffing and partners), Master hotel and badge lists, invite platform, packing and shipping, attendee handbooks and lookbooks, production piecework, restaurant reservations. This includes the pre-planning phase as well as onsite management.

  • Team organizational tasks such as promo item inventory lists, maintaining documents on internal server, scheduling meetings, maintaining external accounts, (Amazon, Spotify, etc.) and ordering event supplies

  • Finance duties include monthly reconciliation for department budget, managing expense reports for senior team, working with Accounting team on submitting and tracking invoices and ensuring completion of payment

  • Liaison with legal for reviewing and approving contracts with outside partners

  • Stay on the pulse of industry buzzworthy news, compile competitive landscape analysis and events calendar

  • Administrative duties to include event research, powerpoint presentations, excel tracking grids, invoice submittals and paperwork/contract processing

  • Manage and maintain executives’ calendars, schedules & travel

  • Track, follow and make recommendations as needed regarding appropriate action, follow up, and due dates

  • Coordinate high-level meetings and offsite events including but not limited to scheduling, agenda creation, logistics, space plans and catering

  • Copy, scan, file, and track a variety of business documents

  • Manage confidential business matter and communications

Qualifications:

  • 3+ years of marketing and media experience

  • 3-5 years of experience as executive assistant to VP level or higher

  • Hands-on individual who is creative, flexible, proactive and thrives in a fast-paced environment

  • Strong project management and multitasking skills    

  • Expert level communication skills, both written, verbal and on the telephone

  • Able to demonstrate professionalism, with a true to desire to be a right hand person and develop a professional partnership with dynamic senior executives

  • Extremely detailed and results oriented

  • Experience with events and events management

  • Willingness to travel to work onsite at events

  • Technically savvy professional proficient in Microsoft and Google applications - Excel and PowerPoint, Google Drive and Sites, etc.       

  • Bachelor’s Degree

$35 per hour                                         San Francisco, CA 94105                                                       5 month contract