Marketing Administrative Assistant

WilkinGuttenplan

Marketing Administrative Assistant supporting various marketing and employee engagement initiatives at WilkinGuttenplan, a leading advisory firm in NJ and NYC.

Posted 5/29/2026full-timeEast Brunswick • New Jersey • 🇺🇸 United StatesMid-LevelSenior💰 $50,000 - $60,000 per yearWebsite

About the role

Key responsibilities & impact

Coordinate client, referral, retirement, and holiday gifting initiatives, including cross-referencing sales reports to give smart reporting and suggestions.
Manage promotional items, branded merchandise, company store operations, and marketing inventory, including physical storage organization and regular inventory counts.
Support recruiting events, trade shows, and internal events through logistics coordination, giveaways, packing, vendor communication, and event setup.
Coordinate employee engagement initiatives, including busy season programs, happy hours, team-building activities, and Culture Committee support.
Maintain and update HubSpot CRM data, including contact cleanup projects, list creation, bulk uploads, segmentation, pipeline reporting, and submission tracking.
Add and maintain client, prospect, and employee records in HubSpot, including user access.
Support commercial pipeline cleanup projects, proposal coordination, and business development materials.
Assist with commercial proposals and the administration and content library management of our proposal software, PandaDoc.
Monitor marketing and information inboxes and respond or route requests appropriately.
Coordinate vendor communication, approvals, invoicing, and expense processing through Bill.com and Expensify.
Maintain and refresh intranet content and assist with Canva organization and cleanup.
Create internal graphics, presentations, postcards, and marketing collateral for firm initiatives.
Support headshot coordination, video content projects, and internal communication efforts.
Coordinate tax week gifting and related logistics, often within compressed timeframes.
Coordinate new hire and employee milestone gifts (e.g., new baby) and ensure timely delivery.
Coordinate event registrations and sign-ups for firm-sponsored events and external programs.
Distribute professional materials such as bios and firm collateral upon request from partners and internal teams.
Assist with ad hoc marketing, administrative, and operational projects across departments.

Requirements

What you’ll need

Bachelor’s Degree in Marketing, Communications or other related field.
Proficient in Microsoft Office Suite, especially with PowerPoint and Excel.
Proficiency in Microsoft Office Suite; experience with HubSpot, Canva, PandaDoc, Bill.com, or Expensify preferred.
Exceptional proofreading skills and attention to detail.
Excellent writing, communication and presentation skills.
Strong organizational and time management skills and the ability to multitask and balance multiple deadlines.
Excellent interpersonal skills and a positive attitude.
Possess and demonstrate strong understanding and alignment with our firm’s core values of Honesty and Candor, Continual Learning, Innovation, Mentorship, Leadership, Team Player Client Committed, and Community Oriented.

Benefits

Comp & perks

We have a unique culture that emphasizes and values flexibility and work/life balance including fully virtual or hybrid work arrangements.
Our collaborative work environment is strongly committed to your professional growth and success.
We have a track record of ranking as a Best Place to Work NJ for the past twenty years and have won several other awards including Best Firms for Young Accountants, Accounting Today Best Accounting Firms to Work For, Best Accounting Firms for Women, Best Accounting Firms for Millennials, and many more!
WG offers a competitive salary and benefits package, including generous PTO, Medical, Dental, Vision, 401(k) with employer match, Summer Fridays, flexible work schedules, and much more!

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

event coordinationinventory managementproposal coordinationdata managementcontent creationproofreadingreportingmultitaskingtime managementclient communication

Soft Skills

attention to detailwriting skillscommunication skillsorganizational skillsinterpersonal skillspositive attitudeleadershipteam playermentorshipcommunity oriented

Certifications

Bachelor’s Degree in MarketingBachelor’s Degree in Communications