Executive and Marketing Coordinator

About the Job:

MMNA is looking for a highly organized, proactive, and resourceful Executive & Marketing Assistant to join our team. This is a unique opportunity for someone who enjoys balancing executive support with hands-on marketing coordination in a fast-paced, collaborative environment.

In this role, you'll provide executive-level administrative support while contributing to the day-to-day operations and strategic initiatives of the Marketing Department. You'll work closely with senior leadership, helping to keep priorities on track, projects moving forward, and business operations running smoothly.

As a member of a small, collaborative team, you'll have the opportunity to wear multiple hats, learn about various aspects of the business, and make a meaningful impact across the organization. If you're someone who enjoys solving problems, staying organized, and contributing wherever needed, we'd love to hear from you.

This role reports to the Brand Marketing Manager.

Role Summary:

Reporting to the Brand Marketing Manager, the Executive & Marketing Assistant serves as a trusted partner to the executive and marketing teams by providing high-level administrative support, coordinating marketing operations, managing financial and billing processes, and assisting with department projects and events.

This role requires exceptional organizational skills, strong attention to detail, excellent communication, and the ability to manage multiple priorities while maintaining professionalism and confidentiality.

As an Executive and Marketing Assistant, You Will:

Executive Support:

• Manage calendars, schedules, travel arrangements, and expense reporting for the CEO, VP of Marketing, and other executives as needed.
• Coordinate meetings by preparing agendas, materials, presentations, and meeting minutes.
• Screen calls, mail, visitors, and inquiries while serving as a professional first point of contact.
• Maintain executive files, records, and documentation in SharePoint and other systems.
• Handle confidential information with discretion and professionalism.

Marketing and Department Support:

• Provide administrative support for marketing initiatives, campaigns, and special projects.
• Conduct research, prepare reports and presentations, manage data entry, and maintain department files.
• Coordinate department meetings, events, vendor communications, venue bookings, catering, and logistics.
• Act as a liaison between the Marketing team and internal departments, vendors, and external partners.
• Assist with retail marketing, digital initiatives, and other marketing communications as required.

Financial and Operational Support:

• Process marketing invoices accurately and ensure timely payment.
• Support monthly accounting accruals and recurring financial activities.
• Assist with budget tracking, billing processes, financial reporting, and expense reconciliation.
• Coordinate purchase requisitions, purchase orders, receipts, and releases within company systems.
• Maintain organized financial documentation and support department budgeting activities.

General Administration:

• Prioritize competing deadlines while maintaining a high level of accuracy and attention to detail.
• Identify opportunities to improve administrative processes and efficiencies.
• Provide support across the organization as business needs evolve.
• Perform other duties and special projects as assigned.

Ready to Join the Team? You Should Have:

• 2 years of experience supporting executives, marketing teams, or administrative operations.
• Demonstrated ability to manage confidential information with professionalism and discretion.
• Strong organizational and time management skills with the ability to manage multiple priorities independently.
• Excellent written, verbal, and interpersonal communication skills.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong attention to detail and commitment to delivering high-quality work.
• Ability to work collaboratively across departments and build positive working relationships.
• Full-time availability with flexibility to support company events and occasional overtime as required.
• Ability to work onsite 4–5 days per week, with occasional offsite attendance for meetings, events, or company activities.

Extra Horsepower (Profile Differentiators):

• Diploma or degree in Business Administration, Marketing, Communications, or a related field.
• Experience supporting senior executives in a corporate environment.
• Familiarity with budgeting, invoice processing, and financial administration.
• Experience coordinating events or marketing campaigns.
• Knowledge of marketing platforms, digital marketing tools, or CRM systems is considered an asset.

Pay Transparency:

The base salary for this position ranges between $24.04 to $28.85. The base salary will be based on a number of factors including the role offered, the individual's job-related knowledge, skills, and qualifications. In addition to base salary, we are proud to offer a comprehensive and competitive benefits package for all eligible employees which also includes 401k with company match, Mitsubishi Lease Program, and a full range of medical, financial, and other perks and benefits.

Perks and Benefits:

• Family First: Enjoy comprehensive healthcare coverage, including medical, dental, and vision plans.
• Be a Proud Mitsubishi Ambassador: Take advantage of our Discounted Employee Lease Car program, covering insurance, maintenance, and registration fees, with no down payment or credit check required.
• Secure Your Future: Benefit from our 401(k) with Company match and annual contributions based on years of service.
• Fuel Your Growth: Access professional development opportunities, including training, tuition reimbursement, and employee resource groups.
• Take Time for Yourself: Enjoy up to 30 days of paid time off, including holidays, vacation, and other leave options.
• Thrive in an Open Environment: Experience our collaborative workspace where ideas flow freely.