Executive Assistant Marketing Coordinator

Job Description :

Our client requires an Executive Assistant Marketing Coordinator to join their team. This role will support the company President with EA / PA duties in addition to marketing functions.

Responsibilities : Executive Assistant

Executive Assistant

• Manage daily calendar, coordinate calls, meetings, and conferences, ensuring details are clear and organized.
• Assist with email monitoring and responses to clients, vendors, employees, and business contacts.
• Manage ad hoc daily requests from President and other leadership team members
• Handle operational and administrative tasks, including presentation prep, report generation and distribution, follow-ups, and project management.
• Arrange all travel, including accommodations, transport, and activities, domestically and internationally.
• Oversee website management, blog uploads, newsletter formatting, and social media scheduling.
• Research and coordinate with vendors and service providers for various projects.
• Manage personal tasks such as shopping, gift ordering, personal appointments, etc.
• Support on ad hoc projects and other tasks from President and leadership team.
• Manage internal and external events for the dealerships, executive offsites, client events, team events, townhalls, etc.
• Managing sponsorships for the dealerships and coordinating contracts, payments, marketing materials.
• Managing expense reports and reimbursements, ensuring all expenses are accurately recorded and submitted to the finance team.
• Managing Social Committee and meeting monthly to plan & coordinate dealership event logistics for monthly, quarterly, annual, and ad hoc events.

Marketing Coordinator

• Prepare for and attend scheduled marketing meetings
• Meeting note taking : Capture key action Items and priorities
• Keep an organized file structure in our marketing drive
• Organizes all invoices in the correct manner
• Receives invoices from vendors
• Places the invoices in the correct location
• Has access to our logos / assets to provide to anyone who needs it
• Submit co-op documents to GM
• Capture / update tasks in Asana and follow up with managers on all requests that are not handled
• Primary point of contact for all third party marketing vendors
• Develop social media calendar and support agency / team to compile content
• Monitor competitor websites and industry trends
• Reviews websites and social media to ensure all content is up to date and compliant
• Make orders for necessary marketing materials (i.e. Ordering License Plates, pens, brackets, event materials, swag, stationary / folders, etc)
• Coordinate on-site dealership Pinnacle Inspections
• Review / proof-read / edit advertising content for accuracy and compliance.
• Event planning, coordination, and management. Support with internal and external events, managing vendors, coordinating with dept managers, and ensuring smooth execution.
• Work with relevant managers and other stakeholders to collect and organize customer lists for marketing campaigns and events.
• Support other requests (i.e. website updates)

Qualifications :

• Proficient in calendar management, with the ability to schedule calls, meetings, and conferences efficiently.
• Strong written and verbal communication skills, capable of effectively monitoring and responding to emails from various stakeholders.
• Excellent organizational skills to handle ad hoc requests and manage operational and administrative tasks.
• Experience in travel coordination, including arranging accommodations, transportation, and activities.
• Competence in website management, including uploading content, formatting newsletters, and scheduling social media posts.
• Ability to conduct research and coordinate with vendors and service providers for project needs.
• Capability to manage personal tasks for executives, such as shopping and scheduling appointments.
• Skilled in event planning and coordination, both internal and external, ensuring smooth execution and vendor management.
• Proficiency in expense report management, ensuring accuracy and timely submission to the finance team.
• Familiarity with marketing tasks, including reviewing advertising content, coordinating marketing materials, and monitoring industry trends.
• Experience in using project management tools such as Asana for task management and follow-up.
• Strong attention to detail in organizing files, invoices, and marketing assets.
• Ability to work collaboratively with cross-functional teams and stakeholders to support various requests and initiatives.

If you are already registered with TDS Personnel please contact your Consultant.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.