Marketing Administrative Assistant

Established in 1983, WilkinGuttenplan is a leading mid-sized accounting and advisory firm in New Jersey and New York City. The Firm serves a multitude of industries, including closely held and middle-market businesses and their owners, high-net worth individuals, real estate, healthcare, international commerce, sports and entertainment, professional practices, technology, non-profit, condominiums and cooperatives, and many more. Areas of expertise include tax, auditing, compilations, reviews, financial statement preparation, business valuations and trust & estate solutions. WilkinGuttenplan is an independent member of the BDO Alliance USA. At WilkinGuttenplan, we strive to ensure we foster an inclusive and flexible environment for all our employees while also assisting them in achieving their unique career goals through our coaching program.

WG is seeking a Marketing Admin to join our growing Marketing team! This individual will support a variety of marketing, recruiting, business development, and employee engagement initiatives while providing administrative and operational support across the department. We are looking for a highly organized, proactive individual with strong communication skills who enjoys managing multiple projects, collaborating with internal teams, and contributing to a positive firm culture. This role offers the opportunity to gain hands-on experience across many areas of marketing within a fast-paced professional services environment. This is a hybrid role with the need to occasionally travel to our East Brunswick office location on an as-needed basis.

Responsibilities

• 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

• 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

Why WG?

• 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!
• The estimated salary range for this position is $50,000 - $60,000. Individual salaries are determined through multiple factors permitted by law including but not limited to experience, education, licensure/certification, knowledge, skills and qualifications. WG also offers a comprehensive benefits package and performance award (bonus) eligibility where you’ll be recognized and rewarded based on your performance.

Additional information

Wilkin & Guttenplan P.C. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive work environment. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, gender, national origin, disability, sexual orientation or protected veteran status, or any other characteristic protected by federal, state or local law.