Marketing & Administrative Assistant

This is a fully remote position, open to applicants in Canada, +1 more country.

📋 Description

• Conduct research and maintain a schedule of pertinent industry conferences, trade shows, customer events, and speaking engagements.

• Oversee the entire conference planning process, which includes registrations, sponsorships, exhibitor applications, budgets, timelines, travel arrangements, shipping, booth logistics, signage, collateral, giveaways, and on-site agendas.

• Organize speaking opportunities by drafting and submitting abstracts, securing necessary approvals, and managing speaker bios, presentation materials, and organizer requirements.

• Coordinate booth staffing, scheduling meetings, lead capture, customer engagement strategies, executive meetings, partner events, and customer dinners during conferences.

• Assist in the creation and implementation of event marketing materials, including presentations, booth graphics, invitations, one-pagers, email campaigns, social media content, and outreach to pre-event attendees.

• Ensure timely follow-up after events by managing lead routing, documenting meeting outcomes, and preparing reports on attendance and recommendations.

• Maintain accurate CRM data, which includes contacts, companies, lifecycle stages, campaign attribution, lead sources, and data integrity.

• Build, segment, import, and sustain prospect and customer lists while aiding in lead routing, campaign tracking, reporting, and attribution.

• Keep marketing event calendars, project trackers, documentation, templates, and shared resources up to date.

• Develop and enhance repeatable processes for campaigns, events, CRM management, and cross-functional collaboration.

• Provide executive support, including calendar management, scheduling, travel coordination, meeting logistics, and executive communications for the CRO and Chief of Staff.

• Prepare agendas, presentations, meeting notes, document decisions, and monitor action items until completion.

• Coordinate executive meetings, customer briefings, board preparation, team off-sites, onboarding logistics, and other cross-functional business initiatives.

• Track marketing budgets, sponsorship expenses, invoices, purchase orders, vendor payments, and maintain relationships with vendors and consultants.

• Manage cross-functional projects, timelines, priorities, and stakeholder communications while proactively identifying process improvements and operational needs.

⛳️ Requirements

• 2–3 years of experience in marketing, executive support, operations, project coordination, or a similar execution-oriented role.

• Outstanding organizational and project management abilities with a keen attention to detail.

• Experience in managing multiple priorities, deadlines, and stakeholders in a dynamic, fast-paced environment.

• Excellent written and verbal communication skills, including the ability to draft emails, presentations, event abstracts, and internal communications.

• Proficient with Google Workspace, Microsoft Office, spreadsheets, project management tools, CRM platforms, and reporting dashboards.

• Capability to work independently while collaborating with distributed teams.

• Strong judgment, discretion, and professionalism in handling confidential information.

• A proactive, solutions-oriented mindset with a commitment to enhancing processes.

• Comfortable thriving in a rapidly evolving startup environment where priorities shift quickly.

• Experience in supporting sales and marketing executives.

• Familiarity with coordinating conferences, trade shows, sponsorships, or customer events.

• Experience with HubSpot or other CRM platforms.

• Proven experience in building scalable operational processes in a growing startup.

🏝️ Benefits

• Competitive salary and benefits package.

• Opportunities for professional growth and development.

• Dynamic and collaborative work environment.