Administrative Assistant, Sales & Marketing

Job Description

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.

Full-time