Marketing Operations Assistant
Proskauer Rose LLP, New York, NY, United States
The Marketing Operations Assistant provides comprehensive administrative and operational support to the firm’s Business Development, Marketing, and Communications (BDMC) team. This role ensures the smooth execution of daily departmental activities by coordinating logistics, managing communications, and supporting ongoing business development and marketing initiatives. The ideal candidate is highly organized, proactive, and detail-oriented, helping the team operate efficiently and effectively while maintaining the firm’s professional standards.
Responsibilities
Budget & Financial Reporting Support
Assist with tracking department budgets, expenses, and invoices Support vendor billing and expense submissions Perform monthly department expense and budget reconciliation and ensure timely submission of supporting documentation Maintain budget trackers and prepare routine reports Onboarding & Training Coordination
Maintain onboarding materials and checklists Coordinate onboarding for new marketing team members, including scheduling meetings, trainings, and new hire sessions Organize new hire meetings and orientation schedules Schedule, track, and support department training and professional development programs Maintain vendor contact lists and contract records Assist with vendor setup, contracts, renewals, and related documentation Coordinate new and updated vendor contract approvals with Procurement Department Portal & Process Documentation
Help maintain the department portal with current and accurate content Update and organize process documents, workflows, and operational guides Ensure documentation reflects current procedures and standards Provide administrative and operational support for Departmental Projects Gain fluency in project management system to assist with project initiation, task assignments, timelines, status tracking and reporting Help coordinate resources, meetings, deliverables and reports for projects Qualifications
At least two years of administrative experience, preferably in a professional services environment. Strong organizational and multitasking skills with high attention to detail. Proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook); experience with CRM or CMS systems a plus. Excellent written and verbal communication skills. Professional demeanor, discretion, and ability to work collaboratively across teams. Ability to take initiative to be resourceful and a self‑starer, working independently as well as within a team environment. This position will require physical presence in Proskauer’s offices on a regular basis (at least 3x per week, or more, if it becomes the policy of the Firm or as business needs require). The anticipated compensation range for this position is $55,000 - $65,000. The actual salary offered will be based on a number of factors including but not limited to the qualifications of the applicant, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. Proskauer is committed to providing a work environment that includes equal opportunity without regard to race, color, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, citizenship, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.
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Budget & Financial Reporting Support
Assist with tracking department budgets, expenses, and invoices Support vendor billing and expense submissions Perform monthly department expense and budget reconciliation and ensure timely submission of supporting documentation Maintain budget trackers and prepare routine reports Onboarding & Training Coordination
Maintain onboarding materials and checklists Coordinate onboarding for new marketing team members, including scheduling meetings, trainings, and new hire sessions Organize new hire meetings and orientation schedules Schedule, track, and support department training and professional development programs Maintain vendor contact lists and contract records Assist with vendor setup, contracts, renewals, and related documentation Coordinate new and updated vendor contract approvals with Procurement Department Portal & Process Documentation
Help maintain the department portal with current and accurate content Update and organize process documents, workflows, and operational guides Ensure documentation reflects current procedures and standards Provide administrative and operational support for Departmental Projects Gain fluency in project management system to assist with project initiation, task assignments, timelines, status tracking and reporting Help coordinate resources, meetings, deliverables and reports for projects Qualifications
At least two years of administrative experience, preferably in a professional services environment. Strong organizational and multitasking skills with high attention to detail. Proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook); experience with CRM or CMS systems a plus. Excellent written and verbal communication skills. Professional demeanor, discretion, and ability to work collaboratively across teams. Ability to take initiative to be resourceful and a self‑starer, working independently as well as within a team environment. This position will require physical presence in Proskauer’s offices on a regular basis (at least 3x per week, or more, if it becomes the policy of the Firm or as business needs require). The anticipated compensation range for this position is $55,000 - $65,000. The actual salary offered will be based on a number of factors including but not limited to the qualifications of the applicant, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. Proskauer is committed to providing a work environment that includes equal opportunity without regard to race, color, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, citizenship, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.
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