Marketing Team Administrator

Job purpose

The Marketing Team Administrator provides proactive administrative and operational support to the Director of Marketing and Director of Integrated Marketing while helping ensure the Marketing team operates efficiently and effectively. This role manages priorities, calendars, communications, reporting, meeting coordination, and special projects, while anticipating leadership needs and supporting strong organization and follow-through across the team.

Essential Functions 

As a BELAY Corporate Team member, you will professionally represent the company in all virtual and in-person interactions. You are expected to exemplify our mission, vision, and core values while fostering a collaborative and positive team environment.

Marketing Leadership Support

• Provide proactive administrative and operational support to the Director of Marketing and Director of Integrated Marketing, anticipating needs and helping manage competing priorities.
• Manage complex calendars and scheduling, including prioritizing meetings, coordinating logistics, and ensuring leaders have appropriate preparation time and information.
• Coordinate business travel and related logistics, as needed.
• Manage and organize email communications, including drafting internal and external correspondence on behalf of Marketing leadership.
• Handle confidential and sensitive business information with discretion and sound judgment.
• Prepare meeting materials, presentations, research, and other resources to support leadership priorities.
• Attend designated Marketing leadership meetings, document key decisions and action items, and support timely follow-through.
• Prepare and submit expense reports and track reimbursements.
• Provide administrative support to Marketing leaders and their teams as needed.
• Support special projects and other business priorities as assigned

Team Support

• Maintain Marketing team calendars and coordinate recurring meetings, planning sessions, and other team activities.
• Coordinate meeting agendas, materials, notes, and action items in partnership with Marketing leaders and other team members.
• Support recurring Marketing reporting and documentation, ensuring information is organized, accurate, and updated in a timely manner.
• Coordinate the development of monthly and quarterly Marketing leadership and executive reporting materials.
• Manage team and client gifting, recognition activities, and related logistics.
• Provide administrative support for departmental budgeting and expense tracking in partnership with Marketing leadership.
• Coordinate logistics for Marketing events, planning meetings, BELAY Summit, and other team activities.
• Track and process referral and affiliate payouts in accordance with established processes.
• Support cross-functional and special projects based on evolving Marketing team needs.
   

Minimum Qualifications

• Minimum of two years of experience providing administrative or operational support to senior leaders or multiple leaders.
• Strong attention to detail and ability to maintain accuracy across multiple priorities.
• Demonstrated ability to manage confidential and sensitive information with discretion.
• Strong organizational and time management skills with the ability to prioritize competing deadlines.
• Ability to anticipate needs, exercise sound judgment, and independently move work forward.
• Strong written and verbal communication skills.
• Ability to adapt to changing priorities and collaborate effectively across teams.

Preferred Qualifications

• Experience supporting a Marketing team or working within a marketing environment.
• Experience coordinating events, meetings, or team initiatives.

Skills & Competencies

• Strong written and verbal communication skills with the ability to interact professionally with internal and external stakeholders.
• Excellent organizational, time management, and prioritization skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Sound judgment and discretion when handling confidential or sensitive information.
• Strong problem-solving skills with the ability to anticipate needs and take initiative.
• Ability to work independently while collaborating effectively across teams.
• Proficiency with Google Workspace and Slack, with the ability to quickly learn and adapt to new technologies and systems.
   

Working Conditions

BELAY is a remote-first organization. This role requires a dedicated home office, regular use of virtual collaboration tools, and a work schedule that aligns with business needs and BELAY's core collaboration hours. Occasional travel or flexibility outside standard business hours may be required based on the role.

Physical Requirements

• Prolonged periods of sitting and computer use.
• Frequent participation in virtual meetings.
• Ability to communicate effectively through video conferencing, email, and phone.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Direct Reports

None

Disclaimer

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may change from time to time based on business needs, and team members may be assigned additional duties as needed.

Equal Employment Opportunity

BELAY is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable law.