Marketing Communications Administrator

About the position

Stellar MLS was named a 2022, 2023, and 2024 Top Workplace by Orlando Sentinel! We are seeking Superstars, Get the Job Done Leaders, and Go Getters to Join our Stellar Team of Multi-Talented Professionals! This Marketing Communications Administrator provides essential administrative and project coordination support to the VP of Marketing and the broader marketing team. Responsibilities include managing calendars, scheduling meetings and travel, preparing agendas, and organizing departmental files and communications. The role also involves assisting with basic event planning, tracking industry events, and coordinating team-building activities and celebrations, among other tasks. Reporting to the VP of Marketing, Communications, and Global Markets, the position plays a key part in supporting marketing operations by monitoring project timelines, updating project management tools, and ensuring deliverables are met on schedule. Budget tracking and collaboration with cross-functional teams are also central to the role, helping to ensure smooth execution of marketing initiatives and events.

Responsibilities

• Support and assist the VP of Marketing with administrative tasks or as needed, including but not limited to scheduling, meeting coordination, calendar management and travel/travel-related scheduling/coordination.
• Support other department members as needed.
• Maintain department calendars, including key project deadlines, events, and meetings.
• Prepare meeting agendas, take notes, and follow up on action items.
• Handle correspondence, reports, and documentation as needed.
• Organize and maintain department files and databases.
• Track marketing projects, deadlines, and deliverables to ensure timely execution.
• Assist in maintaining project timelines and updating project management tools (e.g., Monday.com, Basecamp, SharePoint, Lucidchart).
• Collaborate with cross-functional teams to ensure projects stay on schedule.
• Monitor budgets and expenses related to marketing initiatives and events and communicate those budgets to VP of Marketing, Communications and Global Markets.
• Coordinate team-building activities, birthdays, and celebrations.
• Track industry and company events, ensuring timely registration and logistics.
• Assist and support event planning and execution for internal and external marketing-related functions.
• Other responsibilities as assigned.

Requirements

• Minimum of 3 years of professional experience in an administrative or project coordination role (marketing experience is a plus).
• Highly organized with strong attention to detail.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and project management tools.
• Excellent written and verbal communication and listening skills.
• Ability to prioritize and manage multiple tasks, while maintaining professionalism at all times in a fast-paced environment.
• Strong problem-solving abilities.
• Highly proactive and an attitude geared towards service as well as team-oriented.

Nice-to-haves

• Experience in marketing or familiarity with marketing & communications.
• Knowledge of event planning and coordination.
• Basic understanding of budgeting and expense tracking.

Benefits

• Comprehensive benefits package of medical, dental, short/long term disability, life insurance, personal time off, volunteer days, and a 401K plan.