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Marketing Executive Assistant

Open Positions



Start Date

August 18, 2022


Position Summary:

This position is directly involved with senior-level leadership at Visit California. The successful candidate will be comfortable interfacing with executives and working across departmental lines to drive collaboration at the highest levels. This role is critically important to the operational efficiency of Visit California, a best-in-class nonprofit destination marketing organization. Self-motivated problem solvers with excellent communication skills are encouraged to apply.

The Marketing Executive Assistant is responsible for supporting the Vice President of Marketing with calendar scheduling & meeting management, drafting correspondence, coordinating travel logistics, updating the customer relationship management system, assisting with departmental budget tracking & contract routing, and other general office support functions as needed. Secondarily, this position 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.


Key Duties & Responsibilities:

  • 50% 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.
  • 20% 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.

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:

  • Previous experience with office administration and strong technical skills.
  • Competency in a variety of Microsoft Office products, including Word, Excel, Outlook and PowerPoint.
  • Budgeting experience is required.
  • Strong writing and interpersonal skills and the ability to multitask and handle a fast-paced organization.
  • Proficiency in conducting internet research and ability to solve problems with minimum supervision.
  • Team player; organized and detail-oriented.
  • Previous experience and competency with CRM systems such as Salesforce a plus.
  • Visual design skills and slide development experience a plus.
  • Background in marketing a plus.



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, Employee Assistance Program (EAP), gym access, parking, hybrid work environment, and much more!


How to Apply:

Please send your cover letter, resume, salary requirements, and two (2) 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 inclusion, diversity, equity, and accessibility. 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.