Administration

Marketing Administrative Assistant

$70,000/yr - $80,000/yr
New York, NY (Hybrid)
Full Time

Our client is one of the largest family real estate offices in New York. They are seeking an assistant to join their Marketing Division, reporting directly to their Head of Marketing and ensuring the department’s day to day operations are running effectively.

This person would receive a great deal of mentorship, and get to work alongside a talented team of marketing professionals who will take a vested interest in your career development.

This is a role that could definitely offer further growth-potential and learning opportunities for the right person. This is a hybrid role, where you would be on-site 4 days a week, and remote on Fridays.

Responsibilities:

  • Support the Head of Marketing with assignments, special projects, and activities,
  • Schedule and dispatch weekly email marketing campaigns, maintain the campaign schedule, track success metrics, and share reports with the marketing, leasing, and brokerage teams.
  • Coordinate property photoshoots by arranging access and logistics with building management and photographers.
  • Prepare contracts, marketing service agreements, and purchase orders following established best practices.
  • Act as the point of contact and liaison with leasing, graphic design, property management teams, and external agencies to gather information and facilitate various requests.
  • Assist in the implementation and maintenance of project management software, ensuring accurate tracking and efficient workflow management.
  • Manage invoice processing, including coding, submission, payment follow-up, and tracking invoice status, collaborating with accounting and vendors when necessary.
  • Assist in event preparation, serving as a liaison with vendors, collecting Certificates of Insurance (COIs), tracking RSVPs, and overseeing event check-in, occasionally requiring late-night availability for after-work events.
  • Maintain the media library by uploading photo and video assets, adhering to proper tagging structures, and collaborating with other departments to add relevant imagery.
  • Submit complete and timely monthly expense reports, processing receipts through Concur.
  • Provide support in meetings, including creating agendas, taking minutes, handling logistics (Outlook invitations, conference room reservations, Teams/Zoom meetings).
  • Proofread, compose, and answer routine correspondence, both handwritten and electronic.
  • Assist in the preparation of department reports and presentations.

Qualifications:

  • Bachelor’s degree required
  • 2+ years experience providing administrative support at the executive level, preferably in real estate or marketing
  • Proficiency in Monday.com, Yardi, Concur preferred
  • Excellent written and verbal communication, with strong interpersonal skills