Administrative Assistant - Marketing
Iris Technology Inc., Irvine, CA, United States
Administrative Assistant Marketing & Business Development Support Reports To: Head of Marketing
Employment Type: Part-Time, Hourly
Schedule: 25-30 hours per week (hours M-Th 9:00 a -3:00 p, Fri 9a-12p)
Position Summary:
The Administrative Assistant Marketing & Business Development Support will provide backend administrative and creative support to the Business Development and Marketing teams. This role focuses on streamlining team organization, supporting digital content for social media and online presence, coordinating trade show logistics, and leveraging AI-powered tools to enhance productivity. The ideal candidate will be highly organized, creative-minded, tech-savvy, and able to manage database entries, creative asset coordination, and support social content scheduling.
Key Cultural Competencies:
Highly ethical, honest, and operates from the highest levels of integrity
Team player with a collaborative spirit and customer service mindset
Professional in demeanor and appearance, graceful under pressure
Creative mindset with appreciation for design, visual communication, and content quality
Tech-savvy with enthusiasm for leveraging AI tools to improve work efficiency
Values free enterprise, patriotic
Interest in aerospace and tactical industries
High work ethic, self-motivated, and proactive
Organized, detail-oriented, and strong planner
Positive, energetic, and skilled at building relationships at all levels
Dedicated, dependable, and loyal
Flexible, adaptable, innovative, and embraces change
Lifelong learner committed to professional growth
Key Responsibilities & Results:
Backend Organization & Database Management
Upload, maintain, and update CRM database records in multiple platforms (GoHighLevel, Hubspot) ensuring all client/prospect/lead information and interactions are documented accurately
Ensure CRM hygiene and data quality standards are upheld
Upload and organize business card information into databases
Organize and manage trade show schedules, logistics, and content calendars
Maintain organized digital filing systems to support team efficiency and information accessibility
Perform data entry across multiple systems with accuracy and attention to detail
Streamline backend processes to improve team workflow and productivity
Database CRM records maintained with high accuracy and completeness
Task delivery on brand and on time
Backend processes streamlined to improve team efficiency
Demonstrated productivity gains through strategic AI tool implementation
Creative Content & Digital Presence (Supervised)
Design and own a virtual weekly bulletin board showcasing department updates, achievements, and announcements
Coordinate/order creative assets including marketing collateral, presentation templates, business card orders
Support schedule and coordinate social media content across LinkedIn, Instagram, Facebook, and other platforms
Assist with content creation for blogs, case studies, email campaigns, and website updates
Support the development of presentations, product sheets, and sales collateral for digital and print use
Maintain brand consistency across all materials and communications
Maintain social content calendars
Weekly bulletin board and industry updates published on time with engaging, accurate content
Social media content delivered consistently across all platforms
Trade Show & Event Logistics
Coordinate comprehensive logistics for trade shows, conferences, and industry events
Organize collateral preparation, shipping, and on-site materials for events
Organize trade show schedules and timelines to ensure smooth execution
Support pre- and post-event marketing activities including promotional materials and follow-up coordination
Coordinate and organize logistics for BD site visits as needed
Support travel arrangements for business development and marketing teams
Track event-related expenses and vendor communications
Trade shows and events coordinated successfully with proper materials, logistics, and timelines
Qualifications:
US Citizen
2+ years of experience in administrative, marketing, or business development support roles
Willingness to use AI tools for content creation, productivity, or creative work
Proficiency with Microsoft Office Suite
Strong organizational skills
Exceptional written and verbal communication skills
Ability to work independently and manage multiple priorities
Skills and Attributes:
Highly organized, proactive, and detail-oriented with focus on quality and accuracy
Tech-savvy with enthusiasm for learning and implementing new tools, especially AI applications
Ability to work cross-functionally and support diverse teams in Marketing and Business Development
Experience with CRM systems are a plus
Experience with social media platforms and scheduling tools are a plus
Experience with design tools (Canva) or willingness to learn
Experience coordinating trade shows, events, or business travel is a plus
Excellent time management and ability to juggle multiple priorities simultaneously
Strong problem-solving skills and resourcefulness in backend operations
Professional communication style adaptable to different audiences
Self-starter who takes initiative to streamline processes and improve efficiency
Employment Type: Part-Time, Hourly
Schedule: 25-30 hours per week (hours M-Th 9:00 a -3:00 p, Fri 9a-12p)
Position Summary:
The Administrative Assistant Marketing & Business Development Support will provide backend administrative and creative support to the Business Development and Marketing teams. This role focuses on streamlining team organization, supporting digital content for social media and online presence, coordinating trade show logistics, and leveraging AI-powered tools to enhance productivity. The ideal candidate will be highly organized, creative-minded, tech-savvy, and able to manage database entries, creative asset coordination, and support social content scheduling.
Key Cultural Competencies:
Highly ethical, honest, and operates from the highest levels of integrity
Team player with a collaborative spirit and customer service mindset
Professional in demeanor and appearance, graceful under pressure
Creative mindset with appreciation for design, visual communication, and content quality
Tech-savvy with enthusiasm for leveraging AI tools to improve work efficiency
Values free enterprise, patriotic
Interest in aerospace and tactical industries
High work ethic, self-motivated, and proactive
Organized, detail-oriented, and strong planner
Positive, energetic, and skilled at building relationships at all levels
Dedicated, dependable, and loyal
Flexible, adaptable, innovative, and embraces change
Lifelong learner committed to professional growth
Key Responsibilities & Results:
Backend Organization & Database Management
Upload, maintain, and update CRM database records in multiple platforms (GoHighLevel, Hubspot) ensuring all client/prospect/lead information and interactions are documented accurately
Ensure CRM hygiene and data quality standards are upheld
Upload and organize business card information into databases
Organize and manage trade show schedules, logistics, and content calendars
Maintain organized digital filing systems to support team efficiency and information accessibility
Perform data entry across multiple systems with accuracy and attention to detail
Streamline backend processes to improve team workflow and productivity
Database CRM records maintained with high accuracy and completeness
Task delivery on brand and on time
Backend processes streamlined to improve team efficiency
Demonstrated productivity gains through strategic AI tool implementation
Creative Content & Digital Presence (Supervised)
Design and own a virtual weekly bulletin board showcasing department updates, achievements, and announcements
Coordinate/order creative assets including marketing collateral, presentation templates, business card orders
Support schedule and coordinate social media content across LinkedIn, Instagram, Facebook, and other platforms
Assist with content creation for blogs, case studies, email campaigns, and website updates
Support the development of presentations, product sheets, and sales collateral for digital and print use
Maintain brand consistency across all materials and communications
Maintain social content calendars
Weekly bulletin board and industry updates published on time with engaging, accurate content
Social media content delivered consistently across all platforms
Trade Show & Event Logistics
Coordinate comprehensive logistics for trade shows, conferences, and industry events
Organize collateral preparation, shipping, and on-site materials for events
Organize trade show schedules and timelines to ensure smooth execution
Support pre- and post-event marketing activities including promotional materials and follow-up coordination
Coordinate and organize logistics for BD site visits as needed
Support travel arrangements for business development and marketing teams
Track event-related expenses and vendor communications
Trade shows and events coordinated successfully with proper materials, logistics, and timelines
Qualifications:
US Citizen
2+ years of experience in administrative, marketing, or business development support roles
Willingness to use AI tools for content creation, productivity, or creative work
Proficiency with Microsoft Office Suite
Strong organizational skills
Exceptional written and verbal communication skills
Ability to work independently and manage multiple priorities
Skills and Attributes:
Highly organized, proactive, and detail-oriented with focus on quality and accuracy
Tech-savvy with enthusiasm for learning and implementing new tools, especially AI applications
Ability to work cross-functionally and support diverse teams in Marketing and Business Development
Experience with CRM systems are a plus
Experience with social media platforms and scheduling tools are a plus
Experience with design tools (Canva) or willingness to learn
Experience coordinating trade shows, events, or business travel is a plus
Excellent time management and ability to juggle multiple priorities simultaneously
Strong problem-solving skills and resourcefulness in backend operations
Professional communication style adaptable to different audiences
Self-starter who takes initiative to streamline processes and improve efficiency