Marketing Communications Administrator

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!

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

This is a Hybrid role, must be able to work in a hybrid work environment both in the office and remotely (in the state of Florida). The office is located in Altamonte Springs, FL.

These essential job responsibilities, requirements, and skills are not to be construed as a complete statement of all responsibilities, requirements, and skills. Marketing Communications Administrator will be required to perform other job related essential and non-essential responsibilities, requirements, and skills as required.

What it is:

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.

What you’ll do:

This role is an hourly, non-exempt, full-time role. Your essential duties and responsibilities will consist of:

• 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.
• Must record all hours worked. If overtime is ever worked (over 40 hours) advanced approval is required from the department manager
• Timely and regular attendance is an essential function of the position; being physically present in the work environment is an essential job function.
• Cross-training for other departmental functions is expected and required.
• Must be able to work in a hybrid work environment both in the office and remotely (in the state of Florida).

Who we need:

To succeed in this role, the Marketing Communications Administrator will need a particular skill set. For this position, those include:

• Other Essential Skills

• 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.

2. Essential Physical Skills

• Acceptable vision and hearing (with or without correction)
• Bending on occasion and lifting up to approximately 20 pounds occasionally
• Standing and walking approximately 2 or more hours a day
• Talking and sitting for long periods of time, approximately 8-10 hours a day
• Writing and/or typing for long periods of time, approximately 8-10 hours a day

(Reasonable accommodations will be made for otherwise qualified individuals with a disability).

3. Education, Certifications, and Software Skills

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

What you need to value:

The Marketing Communications Administrator must embody these core competencies:

• Dealing with Challenges – An ability to deal with challenges and difficult situations in a practical and optimistic way.
• Information Seeking – Ability to gather relevant information from a wide range of sources.
• Organizational Awareness – Ability to understand the structures, processes, culture, and relationships, both internally and externally.
• Informed Decision Making – Ability to generate options and make sound decisions.
• Initiative – The drive to identify, create and act on opportunities.

At Stellar MLS, we know the best ideas are born from diverse perspectives. We are committed to a team culture of diversity and inclusion in our organization and understand the value of each person’s contributions. We do not hire anyone simply to perform a job function. We believe that your skills will make those job functions an effective, integral, and important part of the growth of your department and Stellar and will contribute to the success of your colleagues and our customers. We value the skills that you bring to Stellar and expect that you will affirm our culture and values of collaboration, professionalism and cooperation through your actions and job performance.

We are an Equal Opportunity Employer/Drug Free Workplace

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