Administrative Assistant, Marketing Operations

About RebuttalPR

RebuttalPR is a specialized strategic communications agency focusing on high-stakes litigation. We partner with top law firms to craft narratives, shape opinions, and succeed in critical moments where speed, clarity, and sound judgment are vital.

Role Overview

We are seeking a detail-oriented and highly organized professional with 1-2 years of experience to provide essential support across Marketing and Business Development operations. This role involves managing deadlines and ensuring accountability throughout the organization in a fully remote, fast-paced environment. The ideal candidate is comfortable working independently, thriving under time pressure by leveraging systems, tracking progress, and fostering collaborative relationships to keep projects on schedule.

Key Responsibilities

• Oversee all Marketing and Business Development projects from initiation to completion
• Manage the company-wide Marketing and Business Development task list in Todoist by assigning tasks and deadlines appropriately
• Maintain organizational platforms such as OneDrive and Canva, regularly updating documentation and ensuring task tracking accuracy
• Assist in Business Development research activities including media sweeps, assembling prospect profiles before lead calls, and entering information into the Hubspot CRM
• Administer the Marketing and Business Development databases, ensuring data accuracy and periodically cleaning records
• Prepare agendas, detailed minutes, and follow-up task assignments for Marketing and Business Development meetings
• Monitor marketing and business development related emails to stay informed and update internal systems accordingly
• Support Senior Management with executive assistant duties and help coordinate internal events, retreats, and special projects as needed
• Manage the social media content calendar by drafting, editing, and uploading weekly posts in coordination with the Senior Associate of Marketing Design & Content
• Coordinate blog and video content creation timelines and upload content to the website
• Engage with relevant social media accounts to boost audience interaction
• Use Canva and Descript tools for design and video editing tasks
• Organize the "Raising the Bar with RebuttalPR" podcast schedule, including guest coordination, production planning, briefing document creation, and interview question preparation
• Maintain and develop the podcast guest prospect list
• Manage the firm's event calendar, tracking industry conferences and seminars for both clients and internal team scheduling
• Research, order, and oversee logistics for conference swag and branded merchandise
• Coordinate shipping logistics for marketing materials between warehouse storage and staff
• Investigate further conference and event opportunities, sponsorships, regional meetings, and handle remote event setup and breakdown

Required Qualifications

• Between one and two years of professional experience in administrative, project management, marketing, or client service roles
• Exceptional organizational skills with strong attention to detail and proven ability to juggle multiple deadlines simultaneously
• Confidence in holding colleagues accountable for deliverables, regardless of their position
• Ability to prioritize swiftly in a dynamic, news-driven atmosphere where timing is critical
• Effective and clear communicator who can work autonomously and foster teamwork
• Capacity to work as an individual contributor without direct reports

Preferred Skills

• Familiarity with Microsoft Office applications including OneDrive, Outlook, Excel, and PowerPoint
• Experience with Canva, Todoist, WordPress, Hubspot or similar CRM systems
• Basic competency with video editing software

Additional Information

This is a remote role open to candidates based in the United States. Occasional travel may be required. The position may involve additional tasks as necessary and requires adherence to the core values upheld by RebuttalPR at all times.