Marketing Administrative Assistant

Position Title:           Marketing Administrative Assistant

Reports to:                Director of US Marketing and Sr. Director of Marketing & Product Development, Canada

Location:                  Toronto, Canada


JOB DESCRIPTION

The Marketing Administrative Assistant is responsible for performing administrative duties to support the Canadian and US Marketing Departments. The position acts as the main contact for Ensemble Travel Group (ETG) members participating in marketing and as a supplier support resource for the US team. This position has a dual reporting to the Director of US Marketing in and Sr. Director of Marketing and Product Development for Canada.


This position carries out responsibilities in the following functional areas:

  • Support Membership activities including: yearly marketing plan registration, execution and management of invoicing for programs, and provide customer assistance to members
  • Manage the day-to-day administration and support of CRM systems (i.e., Salesforce, Clientbase, etc)
  • Responsible for providing Marketing updates to IT Team for the Ensemble Agent Portal
  • Responsible for communicating ad, product, and supplier requests for all US publications and campaigns
  • Review submitted material and request edits, as needed to ensure products and ads meet required goals
  • Submit product or ads to design firm for creation of print material
  • Assist in the search of images for publications
  • Coordinate Destination Vows administrative activities in US and Canada and act as main contact for Canadian suppliers participating in the Destination Vows program
  • Process all vendor invoices, obtain required approvals, and track payables to ensure accuracy
  • Update and maintain editorial library for all publications
  • Create and maintain supplier login in directory
  • Create writer contracts as directed by editor(s), for all Canadian publications


Core Competencies:

  1. Accountability
  2. Adaptability and flexibility
  3. Attention to detail
  4. Discipline
  5. Self-starter
  6. Positive energy
  7. Collaboration
  8. Excellent verbal and written communicator
  9. Proactive problem solver and results-oriented
  10. Stress-management
  11. Trustworthiness and ethical practice
  12. Team player

Travel: 

Minimal travel is expected for this position.

Requirements and Qualifications:

  1. Detail-oriented
  2. Multi-tasker
  3. Highly organized
  4. Patient and perseverance when working with suppliers and members
  5. Ability to take direction and work with various team players
  6. Strong time management skills

Preferred Education and Experience:

  1. 2 yrs experience in working with a tour operator or travel agency; or a degree/certificate in tourism/hospitality
  2. Basic design skills
  3. Strong knowledge and/or experience of CRM systems such as Salesforce and/or Clientbase

Supervisory Responsibility:

This position does not have direct supervisory responsibilities

Position type & expected hours of work:

This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand. This position is non- exempt.

Benefits:

  • Medical and dental benefits 100% covered by employer
  • Free and confidential Employee Assistance Program
  • Vacation / Personal / Sick Days
  • 11 paid holidays
  • Matching Retirement program
  • Tuition Reimbursement program
  • IATA Industry Card (discounts and promotions on travel


Company Description

Ensemble Travel® Group is a travel industry related company which supports travel agencies with turnkey marketing and technology solutions. Founded in 1968, Ensemble is a proactive, member-owned international organization of approximately 850 professional travel agencies in the U.S. and Canada, and with recent expansion into Australia and New Zealand. With a membership that represents billions of dollars in travel sales each year, Ensemble Travel Group has achieved a 50-year record of boosting members' profits and delivering high-volume sales to its preferred suppliers.

Requirements

  • 2 yrs of vendor/ client-facing Customer Service experience
  • Intermediate experience with Excel (i.e., formulas across tabs)