Marketing Virtual Assistant

About the Role We are looking for a highly organized and detail-oriented Marketing Virtual Assistant to support the Marketing Department of a growing U.S.-based property management company. This is an operations-focused role, not a creative marketing position. You will be responsible for executing established processes, maintaining trackers, coordinating with vendors and onsite property teams, placing orders, monitoring project boards, and ensuring every task is completed accurately and on time. If you thrive on organization, enjoy following structured procedures, and take pride in keeping everything running smoothly, we'd love to hear from you. Key Responsibilities Ordering & Vendor Coordination Place orders for marketing materials, business cards, signage, promotional items, and printed collateral through approved vendors. Track orders from placement through delivery confirmation. Follow up with vendors regarding order status and delivery timelines. Coordinate with property teams to confirm receipt of delivered items. Manage employee swag kits and uniform orders. Maintain accurate ordering and expense trackers. Data Entry & Reporting Generate recurring reports from CRM systems and Google Analytics. Update spreadsheets and operational trackers with accurate data. Maintain vendor lists, contracts, marketing trackers, and project records. Clean and organize spreadsheets while identifying missing or duplicate information. Follow-Up & Administrative Support Coordinate weekly collection of event photos from onsite teams. Send follow-up and confirmation emails using company-approved templates. Monitor outstanding tasks and ensure pending items are resolved. Escalate issues that require attention instead of making assumptions. Project Coordination Monitor task requests and create corresponding tasks in Monday.com. Assign tasks to the appropriate team members. Update project boards to ensure workflows and automations remain accurate. Organize meeting notes and vendor communications for future reference. Qualifications Required Available to work during US Eastern business hours (Night Shift). Strong Microsoft Excel skills, including working within existing spreadsheets and templates. Experience using Monday.com, Microsoft Office 365, or similar project management platforms (ClickUp, Asana, Trello, etc.). Excellent organizational skills with exceptional attention to detail. Ability to follow written procedures precisely. Strong follow-through and accountability in completing tasks. Professional written English communication skills. Able to work independently with minimal supervision. Reliable and dependable with excellent time management. Preferred Experience as a Virtual Assistant, Marketing Assistant, Marketing Coordinator, or Operations Assistant. Experience supporting property management, real estate, or multi-location businesses. Experience using CRM systems. Familiarity with Google Analytics. Experience coordinating vendor orders or print materials. Tools You'll Use Microsoft Excel Monday.com Microsoft Teams Microsoft Outlook Microsoft SharePoint CRM Systems Google Analytics Vendor Ordering Portals What Success Looks Like Marketing orders are placed accurately and delivered on time. All trackers and project boards remain complete and up to date. Reports are submitted accurately and on schedule. Outstanding items are consistently followed through until resolved. Processes are followed carefully with issues escalated when necessary. The marketing team operates more efficiently because administrative tasks are handled accurately and proactively. Why Join Us? Competitive USD hourly compensation Fixed weekends off Stable, long-term opportunity Collaborative and supportive team environment Opportunity to work with a growing U.S.-based organization Career growth and professional development Ready to be the operational backbone of a fast-paced marketing team? Apply today and become part of a company where organization, accuracy, and reliability make a real impact.