Marketing Administrator

Description:

RESPONSIBILITIES:

• Scheduling meetings and recording and distributing meeting minutes
• Assisting executives and marketing directors with developing PowerPoint presentations, spreadsheets, and other documents
• Owning our personal marketing platform for agents (Agent Media Marketplace), including request intake; correspondence with agents, designers, and media buyers; promotion and education of the offerings; and ongoing efforts to make improvements and upgrades to the system and offerings
• Owning our shared team calendars (Team Attendance, Manager Meetings, etc.) and making updates as needed
• Owning our companywide office directory spreadsheet and Google Map for Howard Hanna and partner companies, and making updates as needed, including monthly updates with regional marketing directors and state presidents
• Supporting the Events team when needed, including but not limited to:
  • Sorting and cleaning up spreadsheets
  • Coordinating purchases and shipments of mass quantities
  • Creating files using mail merge/data merge for needs like photo directories, name tags etc.
  • Stuffing envelopes, packing boxes, and shipping/mailing
  • Working corporate events including but not limited to Awards, HannaCon, Fall Summits, and Managers Advance
• Executing recurring tasks, including but not limited to:
  • Daily
    • Joining CMO and marketing directors in recurring team meetings, and additional meetings as requested, to assist with notetaking and follow-up
    • Monitoring multiple email inboxes (Marketing, Agent Media Marketplace, H-Suite Feedback, etc.), and responding or taking action when needed
  • Monthly
    • Managing monthly 1st and 10th listing mailers from President to agents (“Hoby’s Heroes”)
    • Attending monthly Town Hall meetings and noting pertinent information and testimonials that could be translated to a marketing message for us to develop further
    • Updating monthly MSA agreement documentation with one of our partners, HSA Home Warranty
  • Quarterly
    • Updating RPR office roster
  • Annually
    • Updating HR documents, including employee handbooks for all markets
  • Compiling and submitting marketing campaigns and materials for annual awards and contests including but not limited to Exhibit Awards, LeadingRE Awards, MarCom Awards
  • Owning and updating operations documents for both the Marketing team and the company, including but not limited to:
    • Who’s Who in Marketing, and communicating major changes to the Marketing team
    • Org Charts (Marketing, Shareholders, Residential Brokerage, Hanna Holdings)
    • Marketing Onboarding document, as well as communicating any changes to processes or shared accounts to the Marketing team
    • Marketing Team In-office Schedule, and communicating quarterly updates to HR
  • Attending the Children’s Free Care Fund Coordinator’s meetings as a Marketing representative to assist with the coordination and execution of the annual Chow Chow event, and report action items back to the Marketing team
  • Onboarding and training new Marketing employees on company and department procedures, and ensuring they have all necessary technological equipment and office supplies upon their start date
  • Responsibilities by request or as needed
    • Update Lobby TV content as requested by executives
    • Add/update/remove H-Suite documents
    • Audit Quantum Postcards Plus for changes to copy, logos, disclaimers, etc.
    • Assisting CMO and marketing directors with creation and approval of purchase orders and invoices
    • Managing printer maintenance and supplies (paper and ink inventory)
    • Owning the WB Mason account and ordering office supplies
  • Occasional travel to join meetings and/or events where administrative support is necessary, primarily between Pittsburgh and Cleveland but possibly other markets if needed

QUALIFICATIONS:

• 1-2 years of experience in the creative/marketing industry working with in-house teams
• Detail oriented and organized enough to deliver pixel perfect quality, on time
• Bachelor's or associate degree in business administration, marketing, communications or any related field
• Hands-on, self-driven, highly motivated, and team oriented
• Fast learner with a passion for processes and multi-tasking
• Experience in customer service or other people-oriented fields desired
• Proficient in Microsoft programs to include: Word, Excel, PowerPoint, Outlook, Teams
• Exceptional written and verbal communication skills
• Ability to work independently and within a team environment
• Comfortable presenting in front of small and large groups, in-person or virtually (Agent Media Marketplace)
• Adobe Suite and/or Canva - ability to create graphics (Preferred but not required)
• Comfortable communicating by any means necessary, including by phone, email, Slack/instant message/chat, text, etc.