Marketing Administrative Assistant

Job Description

Marketing Administration Manager needed for Massachusetts Port Authority. 

We’re looking for an energetic, detail-oriented, proactive and personable Administration Manager for our fast-paced Marketing and Media Departments. In this role you’ll manage the day-to-day administrative operations of 

the Marketing and Media Relations department with a focus on budget- tracking all expenditures, timely reporting 

and collaboration with Massport’s finance department. 

ESSENTIAL TASKS OF THE JOB

Develops, administers and monitors annual operating budgets for the Chief Marketing Officer and Media 

Relations Director

• Liaison to the Massport Finance Department and Purchasing Department including managing all invoicing 

and coding, requisitions & monitoring funding on purchase orders and contracts. 

• Develops, prepares annual budget requests in accordance with policies and procedures

• Monitors expenditures, reconciles data, and identifies budget discrepancies

• Manage all vendor contracts and billing

• Prepares operating budget submissions and tracks status of approved items.

• Prepares and submits the 5yr and Annual Budget material 

• Coordinate all Monthly & Quarterly Performance evaluations and presents to Managers and Department 

heads including Year-in-Review report at close of each fiscal year.

• Coordinates all Monthly Reclasses and Accruals

• Reviews PeopleSoft Reports to monitor expenditure, reconcile data, and identify discrepancies.

• Runs FARS/PeopleSoft reports to monitor expenditures, reconcile data, and identify discrepancies. 

(repeat) 

• Generates purchase requisitions for members of the SC&M Department, utilizing in FARS/PeopleSoft ePro

• Prepares annual fiscal year Business Plan for the Strategic Communications & Marketing Department and 

Media Relations Department 

• Prepares and coordinates sole source memos, and departmental requests for Requests for Proposals 

(RFP’s).

• Oversees International Marketing Incentive agreements 

Assisting in general administrative tasks and event support as needed which may include booking travel, setting 

up meetings, printing materials and maintaining online files and invitation lists

• Booking photographers, caterers and other event support vendors as directed by the Deputy Director of 

Special Events

• On site event support

• Ordering of event and art supplies, office and kitchen supplies

• Liaison to all event vendors, assisting in ordering all branded and production items. 

• Authorized Signatory for SIDA Badge Management including all new badge processing, renewals and 

temporary visitor passes

• Coordinate Staff Parking Placards

• Office Safety Captain. Maintain staff training and updated emergency procedure m

Daily Responsibilities

• Meet with manager to review outstanding tasks related to events, activations, and ongoing projects.
• Check in with project manager regarding any creative requests for branded items, signage, promotional materials, or other materials that require Purchasing involvement.
• Process open invoices and track expenses against the appropriate budget accounts.
• Submit requisitions, update approved purchase orders, and complete receiving transactions as needed.
• Follow up on outstanding new vendor requests and application statuses.
• Monitor inventory and replenish kitchen, office, and printing supplies, as necessary.
• Maintain accurate records of purchases, invoices, and FY27 budget.
• Assisting with coordination and hiring of vendors for activations and event logistics

SkillRequired / DesiredAmountof Experience

Candidate meets requirements in job description

Required

Must have prior finance related experience per job description

Required