The Senior Marketing Operations Associate is a keystone position within the Marketing department at S&A and is in place to support department productivity and efficient operations. A logical thinker, problem solver, and lover of spreadsheets, this even keeled and driven multi-tasker ensures that things run smoothly, keeping details, assignments, and deadlines front and center. The Senior Marketing Operations Associate is responsible for administering all department budgets, billing, and project task-trafficking to optimize the department’s operational performance. The Senior Associate is a collaborative team player, jumping in when needed to support various projects and working on a wide variety of marketing initiatives to advance company objectives, most notably, The Fenway Cohort Grant Program.

Roles & Responsibilities:

This role is about productivity, efficiency, and smooth operations. The Senior Associate will become a relied upon resource for research, problem solving, and marketing resources as well as being the department’s budget subject matter expert.

Department Operations

• Support management of the day-to-day operations of the Marketing team, including scheduling meetings, managing meeting logistics, preparing pre and post meeting correspondence, liasoning with other S&A departments, communicating critical information and helping members of the Marketing team acquire timely feedback to keep business initiatives moving forward.
• Department priority tracking and routing time sensitive items to SVP where appropriate.
• Own creation of monthly Marketing update presentation, highlighting program and/or campaign performance, urgent matters, and key milestones to senior leadership.
• Oversee department filing system, file saving nomenclature, and serve as support to Communications Coordinator’s oversight of Photography library.
• Maintain and move forward all legal contracts related to marketing projects and initiatives, working closely with each member of the team to ensure timely submission and communication.
• Work with various third-party consultants and vendors for needed project management, special projects or department needs.
• Oversight of all promotional merchandise inventory and collateral.
• Research as needed for projects, compiling and saving data, presenting when necessary.
• Provide back-up support to the Communications Coordinator for misc. website needs, including Google management and reviews and website updates.

Analyze operating practices and create/revise systems and procedures as necessary.

Budget Operations

• Support the SVP of Marketing and Senior Marketing Manager in the reconciliation and reforecasting of the marketing budgets for The Fenway and Lyrik Back Bay, work collaboratively with team members to prepare various marketing budget recommendations including annual residential budget preparation and in-development asset planning.
• Proactively provide financial administrative support to the Marketing team, including managing the entirety of the invoice process, reporting, tracking and submitting expense reports, resolving queries from vendors, and serving as primary contact for all marketing invoice and billing questions and logistics.

The Fenway Cohort Grant Program

The Fenway Cohort is a grant program that provides funding and mentorship for diverse and emerging talent in Boston areas, uplifting traditionally marginalized voices in and outside the neighborhood. The program focuses on small business entrepreneurship and community building for Cohort participants to activate The Fenway’s open spaces with purpose and passion. The Sr. Associate will administer the execution of the program, reporting up to the SVP of Marketing and working with the Senior Marketing Manager, specifically:

• Assembling all aspects of planning, preparation and logistical needs for the Cohort program, including application creation and launch, coordination of the Steering Committee selection and process, mentorship sessions, and program kickoff/closing celebrations.
• Manage all end-to-end administrative requirements, including management of grant funds, contract creation, and insurance submission, to ensure all necessary paperwork is in place.
• Collaborate with Senior Social Media Specialist, Communications Coordinator, and respective third-party resources on program promotion and amplification, as well as with Senior Marketing Manager on event logistics and execution, providing back-up support and functional guidance as needed.
• Prior and post launch, schedule weekly updates with the SVP for appropriate decision making and problem solving, working closely with the Senior Marketing Manager on event locations and logistics well in advance.
• Serve as primary contact for:
• Steering Committee
• All Cohort finalists
• Mentorship participants

General

• Provide support to staff around special events, which could include evenings or weekend days, as needed and other duties as assigned.

Qualification and Skills:

• You have at least 3 years of experience, but up to 5 years, in a supporting role related to advertising, promotions, or marketing that relies on your ability to meet deadlines and maintain accuracy.
• To make sure all initiatives are finished on time and with high quality, standout soft skills are a must, such as communication and organizational expertise.
• Ability to build relationships with a variety of stakeholders from all backgrounds (i.e. tenants, staff, and neighborhood partners).
• Ability to work with minimal supervision in a collaborative team environment and manage multiple projects simultaneously; self-motivated and confident.
• Excellent time management skills and ability to work independently.
• Strong decision-making instincts coupled with the ability to stay calm under pressure and adapt to new demands and unexpected delays.
• You are passionate about writing, sharing, connecting — storytelling is in your DNA.
• You are enthusiastic and an energy-giver that finds it thrilling when you conceptualize ideas that no one else could.
• Attention to detail and excellent organizational skills.
• Determination, dependability, flexibility.
• Advanced computer skills with an eye for design; experience in Adobe Creative Suite or Canva preferred.
• Experience managing external vendors and partners.
• Experience with email marketing software (Mailchimp preferred).
• Excellent written and oral communication skills; ability to write for different audiences and channels.
• Strong research, writing and editing skills.
• You are genuinely excited to absorb and embrace the spirit of the Samuels & Associates brand
• Experience in real estate industry a plus

Commitment to Diversity Equity and Inclusion:

We believe that diversity and inclusion among our teammates are critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills.