Marketing and Sales Assistant

Reports to: VP of Marketing and Sales

About Us

At Hotze Health & Wellness Center, we are dedicated to transforming lives through personalized wellness solutions, hormone therapy, and premium vitamins and supplements. Our mission is to provide exceptional care and service to our guests (patients) while fostering a collaborative and supportive environment for our team. Join us in Katy, Texas, and contribute to a dynamic team focused on health, innovation, and guest satisfaction. Learn more at hotzehwc.com.

About the Role

We are seeking a detail-oriented and enthusiastic Marketing and New Guest Sales Assistant to support our Marketing and Sales teams in an administrative capacity. The primary goal of this role is to deliver extraordinary customer service to both internal team members and external guests (patients) and potential guests. You will play a key part in enhancing guest experiences through efficient support, creative marketing assistance, and seamless event coordination. This position requires strong organizational skills, an initiative-taking mindset, multi-tasking, and the ability to build lasting relationships.

Responsibilities

• Guest Support and Service:
  • Assist prospective and active guests (patients) with general inquiries, answering and transferring calls to appropriate departments.
  • Schedule prospective guests for Wellness Consultations via Calendly Links.
  • Provide high-level information on medical services and products to ensure a positive first impression of our business.
  • Monitor guest inquiries coming in via Podium (web platform) and social media platforms.
  • Monitor admin and other email boxes – providing answers or directing to the appropriate team member.
  • Copy and collate various presentations.
• Marketing Materials Management:
  • Assist in the creation of marketing collateral using Canva (graphics for flyers and organic social media, etc.).
  • Order and manage supplies including flyers, brochures, guest giveaways/gifts, newsletters, mailing envelopes/boxes, and promotional materials.
  • Manage marketing inventory (housed both internally and in an external storage unit).
  • Download and upload marketing materials, filmed events, photos, and more to the Marketing Server and retrieve as required.
  • Manage full drives and move to hard drives, as necessary.
  • Semi-annually change all marketing passwords.
• Social Media and Review Management:
  • Monitor social media comments.
  • Send daily Google Review solicitations to guests at the end of each day.
• Guest Recognition Initiatives (monthly):
  • Prepare handwritten messages, address, and mail monthly anniversary cards to guests reaching milestone anniversaries.
  • Reward guests with gratitude if they have referred a new guest to our practice who has fully completed their initial visit.
  • Email the referring guest to alert them of the reward, and post the reward to their profile in our HHWC Reward App.
• Presentation Coordination:
  • Coordinate the development of weekly PowerPoint presentations for All-Staff meetings highlighting the team's marketing efforts and output.
  • Prepare similar presentations for quarterly Marketing Leadership meetings using pre-existing presentation templates.
• Event Planning:
  • Coordinate Guest Appreciation and other internal/external events, typically no more than one per quarter, including planning, execution, and follow-up.
  • Take photos and short videos of events for presentations and social media posts.
  • Coordinate with vendors supporting events: food/catering, party rentals, poster printing, room setup, creating name tags, registration sheets, and more.
• Podcast Outreach and Audio-Visual Support:
  • Research topics, relevant guest speakers, and schedule each for monthly filming dates with our professional filming vendor.
  • Set up the Podcast Studio pre-podcast on filming dates.
  • If a podcast cannot be done on the routine monthly date, assign a Zoom link and assist in studio setup for in-house filming.
  • Utilize AI to develop Podcast outlines for individual topics to prepare the host.
• Financial Reconciliation:
  • Reconcile daily and monthly new guest quotes created by Wellness Consultants against actual payments received.
• Team Collaboration:
  • Demonstrate excellent interpersonal and communication skills to strengthen relationships with guests and internal team members, treating colleagues as valued internal customers.

Requirements

• Proven administrative or support experience, preferably in marketing, sales, or customer service.
• Detail-oriented with exemplary follow-up skills.
• Excellent telephone rapport – ability to express empathy and provide hope. May be times where cold calling (outbound) is required for special events and/or mystery shopping.
• Warm, friendly, and outgoing personality.
• Knowledge/working knowledge of tools such as Microsoft Office Products, Canva, PowerPoint, Salesforce, and Social Media.
• Previous event planning experience is a plus.
• Ability to support internal and external conferences (typically once per quarter) after hours.
• Strong organizational, multitasking, and problem-solving abilities.
• Excellent written and verbal communication skills.
• Self-managed / ability to work independently to complete tasks (prioritization and organization skills).
• Ability to work collaboratively in a fast-paced, team-oriented environment.
• Ability to bring creativity and innovative ideas to the table.
• Passion for health and wellness is a plus.
• Must be able to walk up and down stairs throughout the day.
• Must be able to lift twenty-five pounds (inventory management).
• Requires the ability to sit in a desk chair throughout the day.
• Must be able to report to the office every day, as this is an on-site administrative/support role.

Schedule

Monday – Thursday 7:30 a.m. – 5:00 p.m. and Friday 7:30 a.m. – 12:00 noon.