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Marketing Admin Assistant in San Diego, CA at Diamond Resorts

Date Posted: 7/30/2018

Job Snapshot

Job Description

The Under general supervision, the Marketing Administrative Assistant provides overall administrative support to the marketing management team to ensure a successful operation of the Sales Center.
  • Provides administrative support to the marketing management team.
  • Provides office support including ordering offices supplies, check requests, invoices, office equipment, marketing collateral.
  • Distributes inbound marketing mail.
  • Acts as a liaison between the Marketing department, resort operations and corporate departments.
  • Completes a weekly staffing summary containing the staffing numbers and needs, terminations, number of agents scheduled for training, number of interviews conducted, and other information related to recruiting to the Regional Recruiter by the mandated deadline.
  • Coordinates all new hire paperwork for new team members to include appropriate training materials, work identification (ID) numbers, email set up, name tags and other related items as necessary or required.
  • Completes and gathers all site-level human resources (HR) paperwork.  Returns all documents to HR in a timely manner.
  • Manages payroll and tracks agent and manager attendance.  Creates, updates, and maintains schedules including hours worked, vacation requests, and days off.
  • Assists in researching payroll discrepancies for the marketing team.
  • Creates, updates, and maintains marketing team member schedules.
  • Calls for copy and office equipment repairs and coordinates with the Information Technology (IT), Maintenance, and Housekeeping departments as needed.
  • Oversees special projects directed by the Director of Marketing.
  • Operates office machinery (i.e. computer, phone, copy, and fax machine).
  • Completes all required company trainings and compliance courses as assigned.
  • Adheres to company standards and maintains compliance with all policies and procedures. Performs other related duties as assigned.


  • High School Diploma or equivalent. 
  • A minimum two (2) years of experience in the marketing and/or administration field required.
  • No supervisory experience required.
  • This position does not include any supervisory responsibilities. 


  • This position does not require licenses or certifications.
This position requires the capability to understand and follow both oral and written directions as well as knowledge and usage of correct business English and office practices.  Must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal and external customers.
Specific skills and abilities include, but are not limited to the following:
  • Ability to operate a telephone.
  • Ability to delegate tasks.
  • Detail oriented.
  • Ability to set goals and/or adjust goals on a daily, weekly, monthly, and/or yearly basis based on market trends and/or company direction.
  • Ability to train one-on-one or in a group environment.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Ability to anticipate changes and develops plans and programs to optimize resources and benefits.
  • Computer proficiency in Microsoft Word, Excel and Outlook.
  • Understand how to develop and implement business strategies.
  • Ability to interpret and create policies, procedures and manuals.
  • Excellent customer service skills.
  • Proficient in time management; the ability to organize and manage multiple priorities.
  • Ability to take initiative and effectively adapt to changes.
  • Able to establish and maintain a cooperative working relation.
  • Ability to interpret and create spreadsheets.
  • Able to perform a variety of duties, often changing from one task to another of a different nature, with impending deadlines and/or established timeframes.
  • Performs well with frequent interruptions and/or distractions.