Administrative Assistant - Marketing
3 days ago
Dallas
Job DescriptionDescription: Start your career with one of the nation’s fastest-growing auction houses, that focuses on treasured collectibles from Sports, Entertainment to Luxury Handbags and Fine Art. Headquartered in Dallas, Texas, with offices in New York, Chicago, Beverly Hills, London, Hong Kong, and other cities. For almost 50 years, Heritage Auctions has been the largest auction house founded in the U.S. and serves more than 50 different auction categories, including Coins, Sports, Comics, Historical, Jewelry, Fine & Decorative Art, Wine, and many more. SUMMARY: Heritage Auctions is looking for a full-time Administrative Assistant to join its Category Marketing team within the Marketing Department. The ideal candidate has 2 years of administrative experience, preferably supporting marketing or creative teams, and is comfortable coordinating tasks related to print marketing projects and campaign materials. This position collaborates closely with graphic designers, print production staff, and subject matter experts to support the development of marketing materials that maintain brand consistency in a fast-paced environment. This is not a creative, content production, IT, or social media position. BENEFITS: • Medical, Dental, Vision coverage, • Paid time off, • 401k savings plans LOCATION: South of Dallas/Fort Worth International Airport, NW corner of W. Airport Freeway (Hwy. 183) and Valley View Lane ESSENTIAL DUTIES & RESPONSIBILITIES: Duties include, but are not limited to, the following: • Provide administrative and coordination support for marketing campaigns across assigned auction categories., • Assist with tracking deadlines, approvals, and deliverables using project management tools/software., • Support the print marketing process by creating job requests, gathering creative assets, updating schedules, communicating project details to the graphic design team, and coordinating with print production vendors., • Assist internal clients and subject matter experts (directors of our 50+ categories) by helping gather information, organize project details, and facilitate communication., • Gather and prepare content (marketing copy, images, item details) for the graphic design team., • Assist with media planning tasks, including researching publications, collecting advertising rates, and helping prepare insertion orders., • Coordinate with other departments (Digital Team, Operations, Events, Photography) to help ensure projects progress smoothly and stay on schedule., • Support digital marketing coordination by helping gather assets and ensuring email, web, and social media requests are properly submitted and scheduled., • Assist in collecting item stories and background details through interactions with subject matter experts., • Help document workflow issues and support efforts to improve efficiency., • Provide administrative support for weekly marketing check-in meetings, including scheduling, preparing agendas, taking notes, and tracking action items., • 2 years of experience in an administrative, clerical, or coordination role, ideally supporting marketing, project management, or production workflows., • Experience providing support to sales, account management, or client service teams is a plus., • Experience using project management tools (e.g., Robohead, Asana, or similar systems) is a plus., • Experience in client-facing roles or hospitality settings is a plus. o Excel: spreadsheets, formulas, basic data reporting o Outlook: calendar management, task coordination, high-volume email support WHAT WE ARE LOOKING FOR: • Strong communication skills – Excellent written and verbal abilities, with clarity and professionalism., • Curiosity and adaptability – Eager to learn a new industry and open to ongoing growth and development., • Creative mindset – Appreciates innovative thinking and values diverse ideas and perspectives., • Collaborative professionalism – Objective, tactful, and comfortable giving and receiving constructive feedback in a team environment., • Sound judgment under pressure – Able to distinguish the critical from the routine, especially when meeting tight deadlines with quick turnarounds., • Project coordination skills – Experience supporting projects or managing tasks and timelines is strongly preferred., • Agility – Skilled at multitasking and flexible enough to pivot as priorities shift. WORK ENVIRONMENT: The successful candidate is a deadline-driven, reliable self-starter with strong attention to detail. They must be able to juggle and prioritize a heavy volume of tasks with competing deadlines, knowing when to pause one project to begin another, while keeping both moving forward. Heritage Auctions welcomes and encourages applications from women, minorities, veterans, mature workers, and persons with disabilities. EOE