Marketing Executive Assistant

Marketing Executive Assistant

The connective tissue behind a high-output marketing operation.

Department: Marketing

Reports To: Marketing Manager

Location: Remote

Type: Full-time

About Town Web and HeyGov

Town Web and HeyGov are on a mission to modernize the way local governments serve their communities. We build websites, digital tools, and AI-powered software that make municipal Clerks’ lives easier and citizens’ experiences better.

Our marketing team moves fast, runs lean, and expects every initiative to be tracked, executed, and reported on with discipline. This role exists to make sure nothing slips—and that the people driving our marketing have the operational support they need to stay focused on strategy and results.

The Role

This is not a passive administrative role. The Marketing Executive Assistant is the operational backbone of the marketing team—owning schedules, communications, logistics, vendor coordination, and project tracking so that our Marketing Manager and broader team can execute at a high level without losing time to friction.

You will be the person who keeps everything moving: anticipating needs before they become urgent, managing details others would drop, and maintaining the systems that hold campaigns, conferences, and priorities together.

How We Work

We operate on structure, not chaos. Here’s what that looks like in practice:

• Plan ahead — Campaigns, events, and priorities are mapped with timelines and clear owners
• Own the details — Logistics, scheduling, vendor follow-ups, and deliverables don’t fall through cracks
• Communicate clearly — Sales, leadership, contractors, and designers all stay aligned
• Track everything — If it isn’t documented, it didn’t happen
• Improve continuously — Every process should be a little better next quarter than it was last quarter

Your Key Responsibilities

Executive and Calendar Support

• Manage the Marketing Manager’s calendar, scheduling, and daily priorities
• Draft and send communications on behalf of the marketing team
• Prepare agendas, meeting notes, and follow-up action items
• Handle correspondence with vendors, partners, and internal stakeholders
• Organize and maintain marketing documentation, SOPs, and file systems

Conference and Trade Show Coordination

• Support planning and logistics for state and national municipal conferences
• Track timelines, compliance requirements, booth materials, and vendor deadlines
• Coordinate travel arrangements and pre-event preparation for the team
• Compile post-event notes, lead lists, and performance summaries

Campaign and Project Coordination

• Maintain marketing project calendars and production schedules in ClickUp or similar tools
• Track status of active campaigns and flag delays or blockers to the Marketing Manager
• Coordinate asset handoffs between designers, copywriters, and external agencies
• Ensure brand consistency in materials before publication or distribution

Vendor and Agency Coordination

• Manage day-to-day communication with printers, designers, and marketing contractors
• Track deliverable timelines and invoice status
• Maintain vendor contact lists and relationship documentation

Reporting and Operations Support

• Pull and organize marketing performance data for weekly and monthly reporting
• Maintain dashboards and KPI tracking in project management and CRM systems
• Support alignment between marketing and sales by coordinating shared workflows

What You Are Not Responsible For

• Setting overall marketing strategy or company vision
• Owning campaign outcomes or sales quotas
• Operating without accountability or structure

This is a support-through-execution role. Your success is measured by how well the team operates because of your presence.

Are You a Fit?

• 2–4 years of experience in an executive assistant, marketing coordinator, or operations role
• Proven ability to manage complex calendars, communications, and logistics across multiple stakeholders
• Experience supporting a marketing, sales, or creative team is a strong plus
• Highly organized with exceptional documentation discipline
• Proactive and self-directed — you anticipate needs rather than wait to be told
• Clear, confident communicator in writing and verbally
• Proficient in Google Workspace, project management tools (ClickUp, Asana, or similar), and CRM platforms
• Comfortable in a B2G, SaaS, or structured service environment
• Able to work U.S. Central Time hours from a remote location

Benefits

• Fully remote setup aligned with U.S. Central Time hours
• Public holidays and paid time off
• Internet and wellness stipend
• Professional growth opportunities
• Structured, execution-focused team environment