Job Description
Welcome to The Marketing Factory, where creativity, innovation, and strategic thinking converge to help businesses reach their full potential. We’re not just another marketing agency – we are brand partners in turning visionary concepts into reality. With over 20 years of experience working with some of the nation’s biggest and best brands, we specialize in crafting unique experiences that leave a lasting impression.
The Executive Assistant to the Managing Director plays a pivotal role in ensuring the seamless operation of our executive team and the business as a whole. This dynamic position requires a highly organized, proactive individual that enjoys completing tasks with a high attention to detail. The ideal candidate will be involved in all facets of administrative support, client management, marketing, and business operations.
At The Marketing Factory, we believe in the power of ideas to transform businesses and change the world. We are a team of passionate, creative professionals dedicated to helping our clients achieve tangible, measurable results that drive business growth and success. If you are ready to unleash your potential and be part of a dynamic, innovative team, we invite you to apply for this exciting opportunity.
Job Title
- Executive Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Minimum of 3 years of experience as an Executive Assistant or in a similar role, preferably within a marketing or creative agency environment.
- Proficiency in CRM software, Microsoft Office Suite, Canva, and email marketing platforms. Experience with Tekmatix or Go High Level is highly regarded.
- Exceptional written and verbal communication skills with the ability to craft compelling proposals and client correspondence.
- Strong organisational skills with the ability to manage multiple tasks and priorities in a fast-paced environment.
- A meticulous approach to tasks, ensuring accuracy and consistency across all work.
- Ability to anticipate needs, identify issues, and implement solutions proactively.
- Strong interpersonal skills with the ability to build and maintain relationships with clients, vendors, and team members.
- A keen eye for design and the ability to create aesthetically pleasing materials using Canva.
Job Responsibilities
- Maintain and update the company’s CRM system, ensuring all client data is accurate and up-to-date.
- Oversee job management processes, including tracking project timelines, deliverables, and ensuring team adherence to deadlines.
- Populate, send, and follow up on quotes and invoices. Ensure timely payments and resolve any billing discrepancies.
- Design, write, and send proposals to prospective clients, following up as necessary to secure new business.
- Efficiently manage the Managing Director’s schedule, including meetings, appointments, and events, ensuring optimal time management.
- Arrange all travel logistics, including flights, accommodations, and itineraries, ensuring all details align with the Managing Director’s needs.
- Assist in updating and maintaining the company website, ensuring content is current and reflective of our brand.
- Design and manage email marketing campaigns to engage clients and prospects, using tools like Tekmatix or Go High Level (experience preferred but not mandatory).
- Create and curate content, manage posts, and monitor engagement across all social media platforms.
- Handle daily administrative tasks, including answering phones, managing correspondence, and office management duties.
- Serve as the first point of contact for clients, providing exceptional customer service and support.
- Assist the sales team with lead generation, follow-ups, and maintaining client relationships. Send orders to print
- Create visually appealing designs using Canva for social media, presentations, lead magnets, and other marketing materials.
- Assist in developing and refining standard operating procedures and processes to enhance operational efficiency.
- Communicate with suppliers to request quotes, coordinate logistics, and ensure timely delivery of services.
- Request quotes for printing services and send approved artwork to print, ensuring all specifications are met and deadlines are adhered to.
Good luck and God Bless!