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Marketing Executive Assistant

Open Positions

TYPE

Full-Time

Start Date

October 08, 2021

JOB DESCRIPTION

Position Summary:

Supports the Vice President of Marketing and marketing team in daily and special projects, including scheduling, drafting correspondence, coordinating travel logistics, managing the marketing budget, developing speeches and preparing meeting materials. Secondarily, supports the international, consumer marketing, and research staff in various projects and meetings. Works with marketing staff and vendors, coordinates committee and task force meetings, takes minutes and provides follow-up to committee members.

AREAS OF RESPONSIBILITY


Key Duties & Responsibilities:

  • 40% Provide administrative support to the Vice President of Marketing: maintain Outlook calendar; set up meetings including the coordination and scheduling of marketing staff meetings; process mail and email; answer incoming calls; make travel arrangements; process travel claims; reconcile credit card statements; process contract signatures and routing; and writing correspondence. 
  • 30% Provide support for the marketing organization through projects, such as: development of presentations and consolidation of content for speeches and meetings.  Take departmental meeting minutes; prepare meeting content; distribute meeting materials; follow-up with action items; maintain communication with agency partners and serve as a liaison for all agencies with the VP of Marketing.  Provide committee meeting support for industry committee meetings and task forces. 
  • 10% Marketing budget management, including reconciliation and tracking of incremental and carry-over requests and ownership of the master marketing budget sheet.
  • 10% Provide coordination for Senior Director level initiatives, including strategic planning in the following areas: international, consumer marketing, and research.  Includes strong collaboration with Senior Director's marketing assistants to ensure departmental alignment. 
  • 10% Other duties and special projects as assigned, including regularly liaising with the rest of the support and administrative staff to ensure efficiencies with calendaring and planning.
 
QUALIFICATIONS / EXPERIENCE

Essential Qualifications:

To perform this job successfully, an individual must be able to perform each key duty satisfactorily, as well as exhibit the following qualifications:

  • Five plus years of previous experience with office administration and strong technical skills.
  • Budgeting experience is required.
  • Proficiency with a variety of Microsoft Office projects, including Word, Excel, Outlook, and PowerPoint. 
  • Strong writing and interpersonal skills and the ability to multitask and handle a fast-paced organization.
  • Ability to solve problems with a minimum of supervision or seek guidance proactively when necessary.
  • Team player; organized and detail-oriented.
  • Previous experience and competency with Salesforce or other contact management system a plus.
  • Visual design skills and slide development experience a plus. 
  • Background in marketing a plus. 

SALARY / COMPENSATION

Compensation:

 

In addition to a competitive salary, Visit California offers an excellent health benefit package. We also offer a fantastic PTO and holiday leave package, 401(k) plan, job-specific skill training, employee discount network, gym access, parking and much more!

HOW TO APPLY

Please send your salary requirements, cover letter, resume and two examples of PowerPoint presentation slides you have developed via email to Visit California Jobs: jobs@visitcalifornia.com.

Visit California has an organizational commitment to the principles of diversity, equity and inclusion. In that spirit, we welcome all qualified individuals without regard to race, religion, color, sex, ancestry, gender, gender identity, sexual orientation, age, marital status, disability, national origin, medical condition, U.S. veteran/military status, pregnancy, or reasonable accommodation.

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