Administrative Assistant

Overview

The Marketing Administrative Assistant is a key operational partner supporting Castle Group’s Marketing and Business Development teams through precise execution, systems ownership, and logistical coordination. This role ensures marketing initiatives, new business efforts, and internal programs are delivered accurately, on time, and in alignment with Castle Group’s brand standards and service philosophy. 

This is a highly organized, execution-focused role ideal for a detail-oriented professional who thrives in a fast-paced, process-driven environment. The Marketing Coordinator does not own strategy or creative development but plays a critical role in enabling those functions to succeed. 

All responsibilities are performed with a commitment to Castle Royal Service, demonstrating professionalism, responsiveness, and integrity in every interaction.

Responsibilities

Marketing Operations & Systems Ownership 

 

• Serve as the primary owner of all Marketing-related Zendesk tickets, including intake, tracking, resolution, and communication.   

• Create, and maintain Salesforce campaigns, including setup and updates.   

• Compile and distribute weekly review channel statistics, ensuring accuracy and timely reporting.   

• Coordinate employee review payout tracking, processing and communication.   

• Own quarterly new business referral updates, including data coordination, PowerPoint presentation development, and communication.   

• Manage new business referral communications and coordinate payout processing. 

 

Business Development & Annual Planning Support 

 

• Own execution of the Annual Planning Calendar (APC), including:  

• Registering for trade shows, events, and sponsorships 

• Sending calendar invitations and reminders 

• Logging updates and submitting invoices for payment 

• Coordinate all annual and ad hoc membership and sponsorship renewals, including logistics, payment processing, tracking, and communication. 

• Support event execution by completing sub-item tasks assigned, coordinating materials, supplies, shipments, orders, calendars, payments, and internal communication. 

 

Proposal & Business Development Support 

 

• Coordinate quality control, printing, binding, shipping, logging, and communication for proposals. 

• Ensure brand consistency, accuracy, and timely delivery of all proposal materials. 

• Support sales presentations and other new business material updates as needed. 

 

Promotional Items & Inventory Management 

 

• Own promotional item fulfillment, including inventory management, order processing, packaging, shipping, tracking, and requestor communication. 

• Conduct quarterly inventory audits and coordinate reordering of materials as needed. 

• Maintain accurate inventory logs and documentation. 

 

Headshots, Meetings & Internal Coordination 

 

• Coordinate bi-annual, company-wide headshots, including scheduling, logistics, communication, and calendar invitations. 

• Manage meeting logistics for Marketing and Business Development, including:  

• Scheduling and calendar management 

• Room/location and Zoom coordination 

• Food ordering and setup as needed 

• Support internal meetings and initiatives through calendar coordination, communication, and follow-up. 

 

Administrative & Cross-Functional Support 

 

• Serve as a cross-functional liaison between Marketing, Business Development, Accounting, Human Resources, and Operations to ensure seamless execution of marketing initiatives. 

• Process payments and invoices related to marketing and business development activities. 

• Coordinate administrative and process training activities associated with onboarding new marketing and business development team members. 

• Coordinate home office tours, including room reservations, calendar invitations, food ordering, setup, and cleanup. 

• Provide high-quality ad hoc support as business needs evolve. 

 

Website Content Updates 

 

• Maintain and update the Castle Group website with upcoming events, blogs, press releases, webinars ensuring accuracy of dates, locations, links, and descriptions. 

• Monitor website sections for outdated content and proactively recommend updates or removals. 

• Coordinate with Director of Marketing to confirm co