The
Administrative Assistant for Sales & Marketing provides essential support to the Sales & Marketing Project Director and executive leadership team in a dynamic, fast-growing timeshare organization. This role is responsible for administrative coordination, travel and expense management, cross-departmental communication, and assistance with the execution of marketing and sales initiatives. The ideal candidate is organized, detail-oriented, and able to thrive in a fast-paced environment where accuracy, initiative, and adaptability are key.
Job duties and responsibilities: - Provide high-level administrative support to the Sales & Marketing Project Director and executive team, including calendar management, internal communication, and follow-ups.
- Prepare, submit, and track expense reports, ensuring accuracy and compliance with internal policies.
- Coordinate complex travel arrangements for leadership, sales staff, and external partners, including transportation, lodging, and itinerary details.
- Assist in the creation, coordination, and distribution of marketing materials and collateral for new and existing sales programs.
- Track timelines, deliverables, and status updates for department projects and promotional campaigns.
- Prepare presentations, reports, internal documents, and sales packets using Microsoft Office tools.
- Support the Sales & Marketing survey process.
- Maintain organized records for lead generation, sales performance metrics, department expenses, and vendor agreements.
- Support collaboration across departments through management of shared documents, directories, and communication workflows.
- Provide occasional onsite support for meetings, events, or sales initiatives.
- Perform general office duties including document filing, supply tracking, and handling inbound/outbound communications.
Qualifications: - High school diploma or equivalent required; associate's degree or coursework in business, marketing, or communications preferred.
- 1-3 years of experience in an administrative or sales support role; experience in hospitality, marketing, or a high-growth environment preferred.
- Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook); experience with CRM or project management tools is a plus.
- Demonstrated ability to prioritize, meet deadlines, and adapt to shifting priorities in a dynamic setting.
- Excellent written and verbal communication skills with a professional, proactive demeanor.
- Highly organized with strong attention to detail and follow-through.