Marketing Administrator Job at Kya Services, LLC in Santa Ana

KYA Services is a turnkey general contractor recognized by USA Today as one of the nation's Top Workplaces for two consecutive years. We specialize in creating innovative indoor and outdoor environments that make an impact in schools, communities and public spaces. Our mission is simple, creating a better place. This entry-level position is designed for someone who wants to grow within the marketing department at KYA. Reporting to the Marketing Supervisor, this role focuses on organization, coordination and follow-through. You'll learn the foundation of marketing operations like project management, logistics, creative workflow and event coordination. There is opportunity to advance into specialty roles in creative, data, or branding as you develop. If you're smart, organized and in it to win it, we'll teach you the rest.

What you will do:
Assist with trade show and event planning using Monday.com, supporting timelines, task tracking and updates.
Support meetings with internal teams and stakeholders to coordinate event logistics, creative deliverables and deadlines.
Attend all marketing meetings, take detailed notes and follow up on action items.
Track task deadlines for stakeholders and provide status updates to the Marketing Supervisor.
Participate in recurring meetings: weekly department meetings, weekly trade show and event planning meetings and monthly one-on-ones with the Marketing Supervisor.
Maintain and update marketing inventory such as collateral, branded merchandise, signage and displays.
Prepare, pack and ship event materials; organize and restock inventory upon return.
Physically manage and organize marketing collateral in the warehouse, walking between office and warehouse as needed to stage, label and pack show materials.
Maintain and renew all memberships and sponsorships, logging deliverables and due dates.
Work closely with the Marketing Coordinator II, Administration Team and Sales Team to ensure smooth event execution.
Support scheduling, document organization and general administrative needs for the marketing department.
Organize marketing files and photos in Google Drive using the team's naming conventions for easier search by region and job site.
Input and maintain accurate marketing data in Flowcase.
Report directly to the Marketing Supervisor.

Who You Are:
Exceptionally organized and detail-oriented. You don't miss deadlines or drop details.
A clear communicator. Well spoken and well written, comfortable sharing updates.
Resourceful and proactive. If something needs doing, you find a way.
Comfortable supporting multiple projects and keeping information moving between teams.
Positive, team-oriented and motivated. You bring energy and ownership to everything you do.
Tech-savvy with tools like Monday.com, Google Workspace and Excel/Sheets.

Preferred Experience:
Experience with event planning, logistics or administrative coordination (any industry).
Familiarity with project management tools (like Monday.com or Asana).
Basic understanding of marketing, branding or creative workflows is a plus.

Required / Strongly Preferred:
Strong written and verbal communication skills
Highly organized, detail-oriented and able to manage multiple deadlines
Comfortable working in Google Workspace (Docs, Sheets, Slides, Drive)
Able to follow and maintain naming conventions and file organization systems
Reliable, accountable and follows through on tasks without reminders
Ability to take notes in meetings and translate them into action items
Willing and able to assist with physical tasks (packing materials, warehouse organization, event setup/teardown)
Valid driver's license and reliable transportation (for warehouse, office, event travel)
Professional appearance and demeanor when attending events or meeting clients/stakeholders
Self-starter, takes initiative, asks questions when needed, not afraid to learn new systems

Nice to Have (Not Required):
Experience with Monday.com, Asana, Trello, or similar task/project management tools
Experience planning events, coordinating logistics, or managing inventory
Familiarity with marketing, branding, photography organization, or creative workflows
Basic knowledge of CRM platforms (HubSpot, Salesforce, etc.)
Experience working with folders, asset management, or file labeling for teams
Interest in growing into creative, branding, content, or data roles in the future

Minimum: High school diploma or equivalent required
Preferred: College coursework or degree in marketing, communications, business, or related field (not required)