Executive and Marketing Coordinator

About the role

MMNA is looking for a highly organized, proactive, and resourceful Executive & Marketing Assistant to join our team. This is a unique opportunity for someone who enjoys balancing executive support with hands-on marketing coordination in a fast-paced, collaborative environment.

Responsibilities

• Manage calendars, schedules, travel arrangements, and expense reporting for the CEO, VP of Marketing, and other executives as needed.
• Cover meetings by preparing agendas, materials, presentations, and meeting minutes.
• Screens calls, mail, visitors, and inquiries while serving as a professional first point of contact.
• Maintain executive files, records, and documentation in SharePoint and other systems.
• Handle confidential information with discretion and professionalism.
• Provide administrative support for marketing initiatives, campaigns, and special projects.
• Conduct research, prepare reports and presentations, manage data entry, and maintain department files.
• Cover department meetings, events, vendor communications, venue bookings, catering, and logistics.
• Act as a liaison between the Marketing team and internal departments, vendors, and external partners.
• Aid in retail marketing, digital initiatives, and other marketing communications as required.
• Process marketing invoices accurately and ensure timely payment.
• Support monthly accounting accruals and recurring financial activities.
• Aid in budget tracking, billing processes, financial reporting, and expense reconciliation.
• Cover purchase requisitions, purchase orders, receipts, and releases within company systems.
• Maintain organized financial documentation and support department budgeting activities.
• Prioritize competing deadlines while maintaining a high level of accuracy and attention to detail.
• Identify opportunities to improve administrative processes and efficiencies.
• Provide support across the organization as business needs evolve.
• Perform other duties and special projects as assigned.

Requirements

• 2+ years of experience supporting executives, marketing teams, or administrative operations.
• Demonstrated ability to manage confidential information with professionalism and discretion.
• Strong organizational and time management skills with the ability to manage multiple priorities independently.
• Excellent written, verbal, and interpersonal communication skills.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong attention to detail and commitment to delivering high-quality work.
• Ability to work collaboratively across departments and build positive working relationships.
• Full-time availability with flexibility to support company events and occasional overtime as required.
• Ability to work onsite 4–5 days per week, with occasional offsite attendance for meetings, events, or company activities.

Qualifications

• Diploma or degree in Business Administration, Marketing, Communications, or a related field.
• Experience supporting senior executives in a corporate environment.
• Familiarity with budgeting, invoice processing, and financial administration.
• Experience coordinating events or marketing campaigns.
• Knowledge of marketing platforms, digital marketing tools, or CRM systems is considered an asset.

Skills

• Exceptional organizational and time management skills.
• Strong attention to detail and commitment to delivering high-quality work.
• Ability to work collaboratively across departments and build positive working relationships.
• Advanced proficiency in Microsoft Office Suite.
• Strong written, verbal, and interpersonal communication skills.
• Experience supporting executives, marketing teams, or administrative operations.
• Familiarity with budgeting, invoice processing, and financial administration.
• Experience coordinating events or marketing campaigns.
• Knowledge of marketing platforms, digital marketing tools, or CRM systems.

Benefits

• Comprehensive and competitive benefits package including 401k with company match, Mitsubishi Lease Program, and a full range of medical, financial, and other perks and benefits.
• Up to 30 days of paid time off, including holidays, vacation, and other leave options.
• Professional development opportunities, including training, tuition reimbursement, and employee resource groups.
• Discounted Employee Lease Car program, covering insurance, maintenance, and registration fees, with no down payment or credit check required.
• Family First: Enjoy comprehensive healthcare coverage, including medical, dental, and vision plans.
• Secure Your Future: Benefit from our 401(k) with Company match and annual contributions based on years of service.
• Thriving in an Open Environment: Experience our collaborative workspace where ideas flow freely.